Notes & Communication

Keep private notes about each client to track important details, preferences, and communication history.

Types of Notes

Client Notes

General notes visible on the client profile:

• Training preferences
• Goals and motivations
• Personal details to remember
• Communication notes

Session Notes

Notes attached to specific sessions:

• What was done in that session
• Performance and progress
• Things to work on next time

Adding Client Notes

1. Open the client’s profile
2. Find the Notes section
3. Click Add Note
4. Type your note
5. Save

What to Track

Client Preferences

• Preferred training times
• Exercise likes and dislikes
• Music preferences
• Communication preferences (text vs email)

Goals & Motivation

• Why they started training
• Short-term goals
• Long-term aspirations
• What motivates them

Personal Details

• Family situation
• Work schedule
• Upcoming events (holidays, weddings)
• Hobbies and interests

Medical & Training

• Injuries and restrictions (also in PAR-Q)
• Previous training history
• Form cues that help them
• Equipment preferences

Note Best Practices

Be Professional

Remember that clients may request access to their data:

• Stick to factual observations
• Avoid opinions or judgments
• Keep notes relevant to training

Be Useful

Write notes your future self will appreciate:

• Be specific enough to be helpful
• Include dates when relevant
• Note follow-up actions needed

Be Consistent

Develop a habit:

• Add notes after each session
• Update when things change
• Review notes before sessions

Example Notes

Good client note:

“Goals: Wants to run a half marathon in October 2024. Currently runs 5K. Has previous IT band issues - need to monitor and include preventive exercises. Prefers morning sessions. Works from home Tuesday/Thursday - more flexible those days.”

Good session note:

“22/01/24: Deadlift form drill - focused on hip hinge. Progressed to 50kg x 6, good form. Slight low back tightness after - added extra stretching. For next session: try Romanian deadlifts to reinforce pattern.”

Viewing Note History

All notes are timestamped and saved:

• See when each note was added
• Notes appear in chronological order
• Can’t be accidentally deleted (can be archived)

Searching Notes

To find information across clients:

1. Use the global search
2. Search for keywords
3. Find relevant notes across all clients

Email & Communication Log

Track your communication:

• Email sends are logged automatically
• Add notes about phone calls
• Record important conversations

Logging Communication

1. Open client profile
2. Click Add Note
3. Select Communication type
4. Record the interaction
5. Save

Notes for Handover

If sharing a client with another trainer:

• Notes provide context
• Include essential information
• Highlight restrictions and preferences

Privacy Considerations

• Notes contain personal information
• Keep them professional and factual
• Clients can request access to their data
• Avoid sensitive personal commentary