What you see when viewing a note depends on your role, the note type, and whether it's been completed.
Your role — practitioner, supervisee, supervisor, or client
The note type — regular note, AI Scribe note, group note, or intake form
The note's state — draft, needs review, or completed
Key concepts
Draft: A note that has been created but not yet finalized. Draft notes can be edited.
Completed: A note that has been signed and finalized. Completed notes are locked and cannot be edited unless unlocked.
Needs review / Pending review: The state a supervisee's note enters once it is submitted for approval. The same state shows a different label depending on who's looking.
Cosigning: Applies to any note that requires supervisor approval (regular notes, AI Scribe notes, and group notes tied to a supervisee). When cosigning is on:
Activity log takes the header slot where you'd normally see it front and center.
Share moves into the More actions (•••) menu instead of sitting in the header.
Activity log: A record of all actions taken on a note, including comments left when a note is unlocked. Visible to practitioners, supervisees, and supervisors on all notes. Not available to clients. If a note is unlocked after completion, earlier versions remain accessible here.
Modes: Notes open in different modes depending on your role and permissions:
Editor — you can edit the note freely
Viewer — you can read the note but not edit it
Responder — you can fill out form fields within the note
Note statuses at a glance
The underlying state of a note is the same for everyone involved, but the label you see depends on whether you're the supervisee or the supervisor:
What's happening | Supervisee sees | Supervisor sees |
Note submitted for approval | Pending review | Needs review |
Note returned with feedback (or unlocked after completion) | Revisions needed | Pending revision |
Note approved and finalized | Completed | Completed |
Keep this in mind as you read the sections below: "Needs review" and "Pending review" refer to the same note, just from two different seats.
Practitioners (solo)
This section covers notes you create and finalize yourself, with no supervisor involved.
Draft notes
Applies to: Regular notes, AI Scribe notes, Group notes
Mode: Editor or Viewer
State: Draft
Draft notes have one primary action: Sign and complete. Clicking it signs and locks the note, marking it as complete.
Button | What it does |
Sign and complete | Signs and locks the note, marking it as complete |
Draft notes with form fields
Applies to: Regular notes, AI Scribe notes, Group notes with form fields
Mode: Responder
State: Draft
Notes with form fields have one primary action: Submit. Fill out the form fields and click Submit when you are ready to send the note forward.
Button | What it does |
Submit | Submits the completed form fields |
How do I unlock or download a completed note if I don't have a supervisor?
Applies to: Regular notes, AI Scribe notes, Group notes
Mode: N/A (note is locked)
State: Completed
Completed notes are locked and have two actions available. Click Download to save a copy, or click Unlock to re-open the note for editing.
Button | Type | What it does |
Download | Primary | Downloads a copy of the note |
Unlock | Secondary | Unlocks the note so it can be edited again |
Supervisors
Your review actions only apply to notes created by team members assigned to you as their supervisor. Notes you create on your own follow the practitioner (solo) flow above, unless you have a supervisor yourself, in which case your own notes go through this same flow when you submit them.
Notes pending review
Applies to: Regular notes, AI Scribe notes, Group notes
Mode: Editor, Viewer, or Responder
State: Needs review (shown to the supervisee as Pending review — see the status table above)
When a supervisee submits a note for approval, it appears in your queue as Needs review.
If you have previously completed a note and then unlocked it to make further edits, the primary button reads Complete instead of Sign and complete — both actions finalize the note in the same way.
Button | Type | What it does |
Sign and complete | Primary | Approves and finalizes the note |
Send changes | Secondary | Returns the note to the supervisee for edits |
What happens when I unlock a cosigned note as supervisors?
Applies to: Regular notes, AI Scribe notes, Group notes
Mode: N/A (note is locked)
State: Completed
Button | Type | What it does |
Download | Primary | Downloads a copy of the note |
Unlock | Secondary | Re-opens a cosigned note for editing |
Unlocking a cosigned note is more than just re-opening it. Clicking Unlock:
Prompts you to add a comment explaining why (this is recorded in the Activity log)
Returns the note to Pending revision for you / Revisions needed for the supervisee
Invalidates the existing cosignature
Clears your own signature — you'll need to sign again to complete the note once it's ready
Notifies the supervisee automatically
Restarts the approval flow: once they resubmit, it comes back to you as Needs review
Earlier versions of the note remain available in the Activity log even after it's unlocked.
Supervisees
Draft notes
Applies to: Regular notes, AI Scribe notes, Group notes
Mode: Editor or Viewer
State: Draft
Draft notes have one primary action: Sign. Clicking Sign submits the note to your supervisor for review. Once submitted, you won't be able to unlock the note or make edits.
If your supervisor sends the note back with feedback, the button changes to Request review. Make your edits, then click Request review to resubmit.
Button | When it appears | What it does |
Sign | Before the supervisor returns the note | Signs and submits the note for supervisor review |
Request review | After the supervisor returns the note | Resubmits the note after edits have been made |
Draft notes with form fields
Applies to: Regular notes, AI Scribe notes, Group notes with form fields
Mode: Responder
State: Draft
Notes with form fields have one primary action: Sign. Fill out the form fields and click Sign to submit the note for supervisor review.
Button | What it does |
Sign | Signs and submits the note to your supervisor for review |
Why can't I edit my note while it's pending review as a supervisee?
Once you've signed and submitted a note, it moves into Pending review (your supervisor sees it as Needs review). You can't edit it at this stage, and there's no unlock option. You're waiting on your supervisor's decision. You'll be notified once they either approve it or send it back with feedback (Revisions needed).
Completed notes
Applies to: Regular notes, AI Scribe notes, Group notes
Mode: N/A (note is locked) State: Completed
Once your supervisor has approved and finalized the note, it's locked with two actions available:
Button | Type | What it does |
Download | Primary | Downloads a copy of the note |
Unlock | Secondary | Unlocks the note so it can be edited again |
Unlocking a completed note adds a comment to the Activity log, invalidates the existing cosignature, notifies your supervisor, and clears your signature so you'll sign again once it's ready. The note moves to Revisions needed until you resubmit with Request review.
FAQs
What's the difference between "Needs review" and "Pending review"?
They're the same note state, shown with a different label depending on your role. Supervisors see "Needs review." Supervisees see "Pending review."
What happens when a cosigned note is unlocked?
Unlocking a cosigned note requires a comment explaining why, invalidates the existing cosignature, clears the unlocking person's signature so they'll need to sign again, notifies the other party (supervisor or supervisee), and restarts the approval flow. It's a bigger action than simply reopening the note for editing.
Can a supervisee edit their note while it's pending review?
No. Once a supervisee signs and submits a note, they can't edit it or unlock it while it's pending review.
Can a supervisee unlock a completed note themselves?
Yes. Once a note is completed, the supervisee can unlock it on their own initiative to send it back for revision, without waiting for their supervisor to do it.
Do supervisors review notes they create themselves?
No. A supervisor's review actions only apply to notes created by team members assigned to them. Notes a supervisor creates on their own follow the practitioner (solo) flow, unless that supervisor also has a supervisor, in which case their own notes go through the same review flow.
Does anything change for clients when cosigning or unlocking happens?
No. None of the note-status or unlock behavior described in this guide is visible to clients. What they see when a note or form is shared with them stays the same regardless of the note's internal state.
Our team is here to help with any questions or concerns. Just open a conversation through the Help channel in your workspace.