First, you must choose how your staff members will share their client notes by setting permissions. Do so by following these steps:
Click on the “My Business” tab and select “Booking Rules”.
Scroll down to the section named “Client Note Visibility”.
To allow sharing notes, you must either choose “Only allow to create shared notes” so that all client notes are automatically shared or “Allow both (private and shared)” letting the creator choose if a note should be shared or not. Shared notes will be visible by all staff members associated with your merchant.
⚠️Notice: Client notes created prior to enabling “note sharing” will remain private. To change a note from “private” to “shared”, consult the section “Sharing a Private Note”.
With your settings confirmed, you can move on to create new shared client notes.
Create a Shared Client Note
Click on the “Client” tab and follow these steps:
Select the client you wish to create a note for.
At the top-right corner of the screen, click on the icon “Add a Note…”
In the “New Note” pop-up:
Type in a title.
If the sharing option has been set to “Allow both”, make sure to leave the checkbox unchecked.
From the dropdown menu, select a content type, “empty” or “SOAPIE”.
Click on “Ok” to create the note.
In the text editing box, input the content of the note.
This new note will appear in the client’s list of notes. Each entry in the list will display a title along with a date of its latest modification. Among the list, private notes can be identified by a 🔒 icon.
If a note is marked as important, it will be visible by all staff members assigned to the same merchant, regardless of the note’s sharing status. Important notes will always appear at the top of the list. Be advised that only one note per client can be marked as important. If the status “important“ is assigned to a different note, the previous note’s status will be reverted back to its original value.
⚠️Notice: Client notes can also be created directly from the calendar by selecting an entry and adding an appointment note.
Sharing a Private Note
To share a private note, follow these steps:
On the “Client” tab, select a client.
Under “Client Summary”, click on Client Notes.
From the list, select the private note you would like to share.
Click on the “Options” menu ⋮ and select “Edit Note Details…”.
Uncheck the checkbox.
Click on OK to save your changes.
The 🔒 icon will no longer be displayed meaning that the note is now shared and visible by others.
Sharing With Other Merchants
Client notes can also be shared with other merchants when the following requirements are fulfilled. Take note that this feature must be activated by Booxi beforehand.
Merchants must belong to the same merchant group.
Merchants must share a common clientele.
The ability to share notes must be activated at the merchant group level.
(To activate this feature, consult with your Booxi representative)
Shared client notes will be visible by all staff members associated with any merchant sharing a common clientele.