Session Notes & No-Show Queries
Session Notes & Quick-Tap Tags:
When completing a workout session, trainers and clients can tag each session with quick-tap feedback:
• Energy — Low / Medium / High • Mood — Good / Okay / Off • Pain — None / Mild / Flagged
These tags appear alongside RPE scores and written notes. The AI Assistant can review them over time to spot patterns.
How to Add Session Notes:
• From the calendar — After completing an appointment, tap the clipboard icon in Quick Actions to open the Post-Session Notes modal. Quick-tap energy, mood, and pain tags, set an RPE, and add a written note — all in under 15 seconds. • Via AI chat — Tell the assistant "Add session notes for Sarah: low energy, RPE 7" and it will extract the tags and save them to the most recent session. Natural language works — "Jake seemed tired and mentioned knee pain" becomes energy: low, pain: flagged.
Example Questions — Session Notes:
• "Show me session notes for Sarah" → Last 5 sessions with RPE, notes, and tags • "How has Jake been feeling?" → Energy, mood, and pain patterns across recent sessions • "Show me Sarah's last 10 sessions" → Expanded view with more history • "Add session notes for Mike: high energy, good mood, RPE 8" → Saves directly • The assistant calculates patterns like average RPE, pain flag frequency, and low energy counts
When Patterns Matter:
If a client has flagged pain in 3 of their last 5 sessions, the assistant will proactively mention it. Same for recurring low energy or off mood — these are early signals that something may need attention.
No-Show Tracking:
When a trainer marks a client as a no-show (on either appointments or group classes), several things happen automatically:
• The no-show is recorded against the client's rolling window • A friendly follow-up email is sent to the client • If the client exceeds configurable thresholds, they can be temporarily blocked from self-serve booking
Example Questions — No-Shows:
• "Show me no-show stats for Lisa" → Rolling count, total count, blocked status, recent dates • "Which clients have no-showed recently?" → Business-wide summary ranked by frequency • "Is anyone blocked from booking?" → Lists blocked clients with unblock dates • "How many times has Sarah no-showed?" → Specific client lookup • "Mark Sarah's last appointment as no-show" → Shows a preview with credit impact, then records after confirmation
What Happens When You Mark a No-Show:
1. The appointment status updates to no-show 2. The no-show is recorded against the client's rolling window 3. A follow-up email is sent to the client 4. If the client crosses the warning threshold, a heads-up email is sent 5. If the client crosses the block threshold, they are temporarily blocked from self-serve booking
Configurable Thresholds:
Business owners can configure no-show thresholds in Settings → Business → Booking Controls: • Warning threshold — number of no-shows before a heads-up email is sent (default: 2) • Block threshold — number of no-shows before automatic booking restriction (default: 4) • Rolling window — how many days the rolling count covers (default: 30 days) • Block duration — how long the booking restriction lasts (default: 7 days)