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How to take notes in Bookem

Bookem Documents makes note - taking fast, flexible, and professional. Whether you're writing a session summary, referral letter, or case note, everything is saved neatly under the client’s profile - so your records stay clear, consistent, and easy to find.

Take notes from the calendar

You can create a document directly from a booking in the calendar. This is often the quickest way to capture session notes.

Here’s how:

  1. Go to Calendar

  2. Click on the client’s booking

  3. In the booking pop-up, click Documents

  4. Select a document template or start with a blank note

  5. Start typing your notes

The note will be automatically linked to that session and saved in the client’s Documents.

Create notes from Documents

Alternatively, you can start from the Documents tab:

  1. Go to Documents or open the Documents tab in the client’s profile

  2. Click + New Document and select or search for the client

  3. Choose a document template or a blank document

  4. Begin entering your notes

Using templates saves time and ensures consistency across your documentation.

Enhance your notes

Make your notes more informative and structured with the following features:

  • Fields Create and use templates with checkboxes, drop-downs, body charts, and tables. Great for tracking things like weight, milestones, or test results.

  • Attachments Include relevant files such as test results, reports, or letters.

  • Images & videos Add visual context to support your notes.

  • Audio Voice notes: Record directly in the document using the round recording icon, or attach saved audio files. Voice transcription: Click the microphone icon to start recording. Your speech will be transcribed into text automatically.

Use variables to save time

Variables pull client or team member data directly into your document. Type # to trigger a list of available variables.

For example: Typing #First name #Last name will automatically insert the client’s name.

Set up client and team member data

To make the most of variables and streamline your workflow, ensure profiles are set up correctly.

  • Client data Including first name, last name, contact details, diagnosis, and more. Make sure the client profile fields are filled out and connected to your intake forms.

  • Team member data Includes name, professional board number, practice number, etc. Ensure your team’s profiles are up to date with all relevant information.

Send documents easily

Once your note is ready, you can send it straight from Bookem - no need to download or switch platforms.

Here’s how:

  1. Open the document

  2. Click Send from the top right arrow

  3. Choose whether to email or SMS it to the client, a contact (like a referring doctor), or both

  4. Edit the message (Optional)

  5. Hit Send

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