Group notes save you time when working with multiple clients together. Instead of writing separate notes for each person in a group session, you can now create one note that captures the session while still maintaining individual records for each participant.
Previously, documenting a family or group therapy session required creating separate notes, repeating shared details. Group notes eliminate this repetitive work while keeping privacy.
In this help article, we will cover the following:
Key benefits of group notes
Take advantage of our group notes. With this feature, you can:
Create one note for multiple clients simultaneously
Switch between shared Everyone view + client-specific views
Touch-optimized UI with full mobile support
Maintain private, individual-only content
Works from Calendar appointments
Group notes vs. Individual notes
Learn the differences between group notes and individual notes, what stays the same, what’s new, how workflows have changed, and when to use each option so you can document care most effectively!
What's the same?
Auto-save functionality
Lock/unlock mechanism
Attachments and signatures
Smart chips
Mobile responsive design
Draft and finalized states
What's new?
Feature | Individual notes | Group notes |
Participants | Single client | Multiple clients (2+) |
Content views | One view only | "Everyone" + individual client views |
Form responses | One response per field | One response per client per field |
Note distribution | Appears in one client file | Automatically appears in all participants' files for clinicians to see |
Privacy | N/A | Only clinicians can see and fill in responses for patients |
View switching | N/A | Toggle between "Everyone" and specific clients |
Access modes | Standard | Full Access & Partial Access modes |
Field support | All field types | All form field types (except signature and Insurance policy) |
Templates | Full support | Full support |
Print/Download | Supported | Not supported |
Workflows that changed
Before (Individual notes) | After (Group notes) |
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When to use each type
Individual notes | Group notes |
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How to create a group note
Creating a group note is simple. Follow these steps:
Go to Calendar.
Schedule an appointment. If you already have a group appointment on your calendar, open it.
Click Create group note.
Write down session details.
Click Complete.
How to switch views and edit a group note
To view and edit a group note from your calendar:
Click on the appointment.
Look for the note and click View.
Include general and client-specific notes.
Click Save changes.
To view it in viewer mode, click the Editor button.
Select Viewer and choose or switch views for a client/clients.
How to view an individual client's note from the group note
You have three ways to view an individual client's note.
Calendar
Client overview page
Client documentation page
View notes from the calendar appointment
To do this:
Click on the calendar appointment.
Select View for the specific client.
View notes from the client overview page
To do this:
Go to Clients.
Select a client.
Locate the group appointment from their appointment history.
Click on the Group note.
View notes from the client documentation page
Follow these steps:
Go to Clients.
Select a client.
Navigate to the Documentation page.
How to use smart chips
You can still use smart chips into notes or templates that automatically pull in and update client, appointment, or system information. Here's how:
Open the group note.
Click Add smart data chips.
Choose from the drop-down options.
Click Save.
You can also add client-specific smart chips.
Supported form fields and responses
Client information
Date range
Long text
Short text
Date
Dropdown
Multiple choice
Single choice
Yes | No
Linear scale
Responses side panel
When you add question fields to group notes, use the Response side panel. It is used to efficiently capture responses from all attendees simultaneously. Each form field has its own Responses side panel. You can record each client's responses during your session!
FAQs
Can I add clients after creating the note?
Yes, edit the participant list using the contact selector, then select them in the note editor via the contact selector.
What happens if I lock a note by mistake?
Click the "Unlock" button in the banner to re-enable editing.
Can I create a group note from a client's profile?
At the current state, it is only possible via the Appointment side panel → Create group note button.
What field types are supported?
All of the form fields except (Signature and Insurance Policy)
Does auto-save work the same as regular notes?
Yes, saves every 500ms as you type.
Who can see group notes?
Group notes are for clinicians only. Clients do not have access to them by default, and there is no way for clients to view group notes through the client portal. You don’t need to adjust any permissions or settings to prevent client access. Group notes are automatically restricted to clinicians only. If this changes, we’ll update this help article.
What if I unassign clients from the group note?
Their client-specific note will be removed.
Our team will be able to answer any other questions you may have. Just reply via messenger through the Help channel in your workspace.