Notes & To-dos

Notes are your private coaching scratch pad — a place to jot down observations, reminders, and tasks. They stay between you and the platform; clients never see them.

What makes notes especially useful is that they can be linked to specific check-ins and turned into to-dos with due dates. This means you can capture a thought while reviewing a check-in and have it surface as a reminder exactly when you need it.

Creating a note

You can create a note from almost anywhere in the app:

• Keyboard shortcut — Press ⌘J (Mac) to open the note panel instantly
• Floating action button — The button in the bottom-right corner of the screen
• Notes drawer — Click the Notes button on any client dashboard

The note creation panel includes:

• Client — Optionally associate the note with a specific client. If you're on a client's dashboard, this is pre-filled. If you're on the home page, you can search and select any client.
• Note content (required) — What you want to remember
• Make this a to-do — Check this box to turn the note into a task
• Due date — Required if it's a to-do. Set when this task should be completed.

Click Save Note (or press ⌘Enter) to save.

tip

Drafts are auto-saved to your browser, so if you accidentally close the panel or navigate away, your in-progress note will still be there when you come back.

Linking notes to check-ins

When you create a note while reviewing a check-in, it's automatically linked to that check-in. This is powerful for several reasons:

• Context is preserved — When you look at the note later, you know exactly what prompted it
• AI picks it up — Notes linked to a check-in are considered by the AI when generating response drafts, so your observations feed into the response
• Easy reference — From the notes drawer, you can jump back to the check-in that a note is linked to

To-dos

Any note can be made into a to-do by checking the "Make this a to-do" box and setting a due date.

Your to-dos gather on your home page alongside everything else waiting on you, so you have one list to work from rather than several.

What ends up in the list

Six kinds of work appear here, each with its own label and icon:

	What it is
Intake	A new client filled in their intake form and is ready for you to build their plan
Check-in	A client submitted their check-in and it's waiting on your review
Form video	A client uploaded exercise footage for you to look at
Meal review	New meal photos to look over
Follow-up	A midweek nudge to reach out before the next check-in
Reminder	Something you set for yourself

The colour tells you who's waiting. Terracotta means a client sent something in and is expecting a response. Sage means it's your own reminder — nobody is held up by it.

Working in batches

When more than one kind of work is waiting, buttons appear above the list — "4 check-ins", "3 form videos", and so on — each showing how many are waiting and how many are running late.

Tap one to see just that kind of work. This is worth the habit: writing four check-in responses in a row is a different job from watching three form videos, and doing each kind together is quicker than switching between them. If you've only got ten minutes, the meal reviews will fit; if you've got an hour, take the check-ins. Tap the same button again, or "All", to see everything.

Reading the dates

Within each of those views, items stay grouped by urgency — overdue first, then due today, then the rest of the week.

Each item says how late or how soon it is in plain terms: "Due today", "Due tomorrow", "Due Wednesday", or for something that's slipped, "2 days overdue". Once something is more than a couple of weeks late it switches to weeks and then months, because "6 weeks overdue" is easier to take in than counting days.

The pencil next to the date lets you push a due date back when a client's timing changes.

Clearing items

Click anywhere on an item to open it — the client's check-in, their video, their meal photos, or the reminder you wrote.

Form videos clear themselves once you've done the work: commenting on a video or saving your session feedback marks that session handled. For everything else, use the button on the right when you're finished — Mark reviewed for a client's work, or Mark done for your own reminders.

On a client's page

You don't have to go back to your home page to work through one client. The small number on a client's picture in your client list shows how many to-dos they have waiting, so you can see who needs you before opening anyone.

Open that client and the same number sits beside their name. Their Overview tab starts with their to-dos: the three most pressing first, with Show more for the rest. Each one works just like it does on your home page. Click it to open the check-in, video or meal photos, change a due date, or mark it done. Whatever you clear here disappears from your home page too.

This is handy when one client has sent several form videos in a week. Review the first, come back to their Overview, and the next one is waiting at the top. Click the number beside their name to get back to the list from any tab.

Browsing notes

The Notes Drawer opens from the right side of the screen and shows all your notes:

• Search — Filter notes by content or client name
• Pagination — Browse through pages (10 notes per page)
• Note cards — Each note shows:
  • Type badge: "Note", "To-do", or "Completed"
  • Client name (if associated)
  • Note content
  • Timestamp or due date
  • Link to the associated check-in (if linked)

You can also open the drawer in full-screen mode for a wider view when you need to browse more extensively.

Common use cases

During check-in review: "Client mentioned knee pain — follow up next week about whether it's improving." Link it to the check-in and set a due date for next check-in day.

Planning ahead: "Increase volume next phase — client is adapting well to current program." Associate with the client for when you build their next plan.

General reminders: "Resend meal plan PDF — client said old link expired." Make it a to-do with a due date for today.

AI response context: "Make sure to address sleep concerns in next response." Link to a check-in — the AI draft generator will incorporate this into the next response.