Client Notes & Statuses
Some things you want to know about a client before the visit even starts: that they prefer to be called in the morning, or that there's an open balance from last time. The client's page gives you two tools for exactly this — both about the person, not their pets. Notes hold free text: payment arrangements, contact preferences, anything. Statuses are three flags — VIP, Owes, and Caution — that show as small colored badges next to the client's name all over the app.
Client Notes
Open the client's page and switch to the Notes tab, next to Pets and Timeline — the little number on the tab tells you how many notes are there. These notes are for the client themselves; anything medical about an animal belongs on that pet's own page.
Click New Note, and a small form opens: the date is already set to today, so usually you just type the note and hit Save. The form stays open afterwards in case you have another one to add. Every note shows who wrote it and when, and each card has a pencil icon to edit it in place and a bin icon to delete it (you'll be asked to confirm).
The note field also has the Improve with AI button — one click fixes spelling and formatting while keeping your meaning. See Improving Notes With AI for how that works.
The Three Statuses
| Status | Badge | Extra Field | Use It For |
|---|---|---|---|
| VIP | Teal | — | Regulars and preferred clients you want to recognize at a glance |
| Owes | Rose, showing the amount (e.g. €45.00) |
Balance owed | An open balance to collect on the next visit |
| Caution | Orange | Reason | Anything the team should know before handling the visit |
A client can have any combination of them at the same time.
Where to Set Them
On the client's page, the Status card sits in the left column, right under the contact details. Each status is a button: click it once to switch it on, again to switch it off.
- Switching on Owes reveals the Balance owed field. Enter the amount as a whole number —
45, not45,00. - Switching on Caution reveals the Reason field — a short note like "Not an early riser — call after 12".
A Save button appears as soon as you've changed something; nothing is stored until you click it. The same status buttons also appear on the client's edit form, in the column next to their personal details, and save together with the rest of the form.
Owes Always Has an Amount
The Owes badge shows the amount itself. Because of that, Owes can't be on without an amount: if you save it with the balance empty (or 0), it simply switches itself off. When the client settles up, switch Owes off and save — the amount is cleared with it.
Badges Wherever the Client Appears
Once set, the badges follow the client's name so the whole team sees them without opening the client's page:
- the Clients list,
- the dashboard — next appointments, today's activity, recent clients, and vaccination recalls,
- the Agenda and the day view,
- the Timeline.
Hovering over a Caution badge shows the reason you wrote, so the "why" is always one mouse-over away.
Filter the Client List
On the Clients page there's a Filters button in the toolbar. It opens the same three status buttons, each with a count of how many clients carry it. Switch on one or more — with several selected you get clients that have any of them — and the list updates immediately, leaving the menu open for the next toggle. A small bar above the results reminds you what's active, with a Clear Filters link to remove everything at once. Filters work together with search and sorting.
Status History
Every status change is logged. On the Status card, the History link opens the Status History — who set or cleared each status, when, and how the balance moved over time. Useful when you want to know how long a debt has been open or who marked a client as Caution.