Everything about the person in one place
Details, contacts and carers, bookings, shifts, forms, notes, documents, quotes, compliance and workflows, on tabs of one record.
Client Records & Notes
Know the person. Find the record. Get on with the service.
Bring appointments, notes, forms, contacts and documents together, with access set for the people who need them. Give your team the context to prepare, follow up and continue the work.
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Less searching before a conversation
Find bookings, shifts, notes, forms, documents and contacts on the person's record.
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Capture notes while the details are fresh
Use templates suited to your service on a phone or at the desk, and require them before the appointment closes.
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Share with intention
Set what each role can see, and choose which documents appear in the client's own login.
How it works
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Intake
A booking, an intake form or your team creates the record, with contacts and carers attached.
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Appointment and note
Attach your note template to the appointment. The practitioner completes it on a phone or at the desk.
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Review
Completed notes are locked with who completed them and when, and export to PDF.
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Share with intention
Mark each document shared with the client or withheld. Clients with a login see only what's shared.
What you can do with Client Records & Notes
Notes on your templates
Build SOAP notes, progress notes or assessments with conditional questions, photos and signatures, or describe the template and let AI draft it for you to edit. Make a template required on an appointment and the practitioner completes it before clocking off. Add quick notes to the record and comments to each appointment for everything else.
Locked and attributed
A completed note or form can't be edited afterwards. It shows who completed it and when; a correction is a new note. Admins can download an audit pack for a client or a worker.
Access you control
Build access levels area by area. By default a practitioner sees the notes on their own appointments; give a role wider access when it needs the whole history. Each document is shared with the client or withheld.
Client Insights, when you switch it on
Client Insights reads a client's records for a period and writes a summary for staff to review, pointing to the records it used. Staff names are replaced with codes before anything is sent, and records about other clients are left out. It is processed in Australia and is an aid to review, not a clinical judgement or a complete account of the person.
Connect it to the rest of your business
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Bookings create and add to the record.
See Bookings -
Note templates and intake forms are built in Forms.
See Forms & Flows -
Signed agreements stay with the person's record.
See Documents & e-signing
What it looks like at your stage
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Starting out
Reliable records and notes from your first client.
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Growing
The same note templates across every practitioner.
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Established
Access levels, locked notes and audit packs when someone asks how information is handled.
From $50 + GST a month for one user, or $199 + GST for your whole team, up to 100 users when you join by 31 December 2026. Core tools are in every plan, with unlimited clients and no commission on your payments. The AI receptionist, SMS and card processing cost extra.
See pricingQuestions about Client Records & Notes
Who can read a client's notes?
Your team, according to the access levels you set. By default a practitioner sees the notes on their own appointments and administrators see everything. A client with a login sees only what you've shared.
Can a note be changed after it's completed?
No. Completing a note locks it and records who completed it and when. To correct something, add a new note; the original stays as it was.
Can we use our own note format?
Yes. Build any structure field by field, including text, choices, dates, photos, files and signatures, with questions that appear based on earlier answers. Or describe it in plain English and AI drafts the template.
What does Client Insights send, and where?
It sends the selected client's records for the period, such as appointments, notes, forms and feedback, as written, with staff names replaced by codes and records about other clients withheld. It runs on Amazon Bedrock in Australia and isn't used to train AI models. It's off until your business switches it on.
Does withholding a document stop a client asking for it?
No. Withholding controls what appears in their login. Clients keep their legal right to request access to information you hold about them.
How it works for
See it working on your own scenario.
Bring the part of your business you would most like to simplify. In a 30-minute walkthrough we'll show how SpringFire could help and what getting started would involve.