Internal booking notes
Updated on Thursday 15 October 2026
Notes only your team can see, kept on the booking with author and date: where they show, who writes them, and how they differ from client notes.
Every booking has its own internal notes: whatever the team wants written down about that appointment (“brings her own dye”, “said she’ll be 10 minutes late”, “prefers Laura”). Only the business team sees them. The client never does.
Where they show
| Place | What it shows |
|---|---|
| The booking page, in the admin | The Internal booking notes card, with every note and the field to add one. |
| The booking popup on the Calendar | The Internal notes section, with the same list (it scrolls when long) and the field to add one without leaving the calendar. |
The booking page in the professional’s calendar (/p) |
The Internal notes section, the same way. |
Under the heading it says: “Only the business team can see these notes. They are never shown to the client.” When there are none yet, it says “No internal notes”.
Internal notes don’t appear on the client card, in the booking’s History, or on the calendar block: to read them, open the booking.
Adding a note
- Open the booking, or tap it on the calendar.
- Type in the internal notes field.
- Tap Add note.
The note joins the list with the date and time and the name of whoever wrote it. From the calendar, the popup stays open and shows the new note right away. An empty note isn’t saved.
A list, not a field
Each Add note adds a new note; earlier ones are never overwritten. What the front desk writes in the morning and what the professional adds in the afternoon both stay, in order, each with its author.
- Notes can’t be edited or deleted. If something was wrong, add another note that corrects it.
- You can add notes whatever the booking’s status, including once it’s completed or cancelled.
- If the booking has an internal note saved in the older format, it shows first, with no author or date.
Who sees them and who writes them
| Role | Sees and adds notes on… |
|---|---|
| Owner | Every booking. |
| Admin | Every booking. |
| Manager | Every booking. |
| Professional | Bookings in their own calendar, from /p. They see every note on those bookings, including ones written by someone else on the team. |
If a booking moves to another professional, the notes go with it: the new professional sees them and the previous one no longer does.
The client never sees them
Internal notes never appear in any email or WhatsApp message, on the booking page the client opens, or in their account. If you change the booking’s client (see Editing a booking and changing its client), the notes stay on the booking and remain team-only.
Internal notes, client notes and client card notes
Citauno has three places to write notes, each for something different:
| Internal booking notes | Client notes | Client card notes | |
|---|---|---|---|
| Who writes them | The team | The client, when booking online, in “Notes for the business (optional)”. The team can also write them in the Notes field when entering or editing the booking | The team, from Clients → Edit |
| About | That appointment | That appointment | The person, across all their visits |
| How they’re kept | A list: each note is added, with author and date | A single text: editing it replaces what was there | A single text |
| Where they show | The booking page, the calendar popup and /p |
The booking page (Client notes), the calendar popup and /p |
Only on the client card, in the admin. See Clients |
For something that holds for every visit (“allergic to ammonia”, “comes with her son”), use the Notes on their client card, so you don’t have to repeat it on every booking.
Common problems
| Symptom | Cause | Fix |
|---|---|---|
| I can’t find how to delete or edit a note | Internal notes can’t be edited or deleted | Add a new note that corrects it |
| What the client wrote is gone | Someone typed over it in the Notes field while editing the booking | Client notes are a single text. For team comments, use internal notes |
| A professional can’t see a note | The booking isn’t in their calendar (it belongs to another professional, or was handed to one) | Notes show on bookings in your own calendar |
| I can’t see notes on the calendar block | The block doesn’t show notes | Tap the booking: the popup has an Internal notes section |