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Keeping client and appointment notes/documentation

How to keep track of client and appointment details in a way thats simple and easy to access

Written by VALENTINA SAINZ BALLESTEROS

Providing exceptional service starts with knowing your clients. Noona HQ makes it easy to store and access detailed information about your clients and their appointments—ensuring every visit feels personal and professional.

This guide covers:

  • How to view and edit client information and notes

  • How to access appointment-specific details

  • Where to find client appointment history

  • How to add notes on desktop and mobile

✨ All notes are private and never visible to clients.

👤 Client Information

You can access a client’s profile directly from your calendar. Every time the client has an appointment—whether with you or another staff member—you’ll see their details.

How to View Client Info

  1. Click on the client’s appointment in the calendar.

  2. A side menu will appear with two columns:

    • Left column: Client details and history

    • Right column: Appointment-specific information

What’s Included in Client Information

  • Personal Details:

    • Name

    • Phone number

    • Email

    • Social ID (if applicable to your region)

  • Client Notes (Persistent notes visible for every appointment):

    • Add allergies, preferences, or service history

    • Example: “Allergic to tea tree oil”

  • Attachments (Optional):

    • Upload photos or files related to treatments

    • Example: Before/after images, skin condition photos

⚠️ Note: “Social ID” is not used in the UK. This field can be ignored where irrelevant.

✏️ How to Add Client Notes (Desktop)

You can do it in two ways:

Option 1: From the Client List

  1. Go to Clients and search for the client.

  2. Select their name and choose one of their appointments.

  3. Below their email, click the “Client notes” box.

  4. Type your note and save.

Option 2: From the Calendar

  1. Click the client’s appointment on the calendar.

  2. Below their email, find the “Client notes” box.

  3. Add your note and save.

📱 Adding Client Notes on Mobile

  1. Tap the appointment

  2. Tap the client’s name

  3. Add your note in the Client Notes field ✅

📅 Appointment-Specific Notes

Appointment notes refer to information tied to a specific appointment, not the overall client profile.

How to View Appointment Details

  1. Click on the appointment in the calendar

  2. On the right-hand column, you’ll see:

    • Date and time

    • Staff member assigned

    • Selected service(s)

What You’ll Find

Notes About Appointment:

  • View comments left by the client during online booking

  • Look for a speech bubble icon in the calendar block if a comment is present

  • Edit or add notes as needed to document post-visit insights

✏️ How to Add Appointment Notes (Desktop)

  1. Click on the appointment in the calendar.

  2. Scroll down to the “Notes about appointment” section.

  3. Add your note and save.

📱 Adding Appointment Notes on Mobile

  1. Tap the appointment

  2. Scroll down

  3. Add your note in the “Notes about appointment” section ✅

🔁 Client Appointment History

At the bottom of the appointment panel, you’ll find a list of the client’s previous and future appointments.

This includes:

  • Services received

  • Appointment dates and times

  • Staff members involved

  • Notes from each visit

📝 Tip: Use this feature to track patterns, follow up on treatments, or plan recurring services.

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💬 Need Help?

If you have any questions or need assistance, reach out via the blue chat bubble or email us at [email protected] — we’re here to help ❤️

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