Write client notes

Notes keep the context that bookings and offers don’t capture. Private notes hold your own observations; shared notes give your client a recap or next steps they can revisit. Open Clients, select a person, then open Notes. Use All, Private, and Shared, or search, to find an existing note.

Write and link a note

1. Select New note, or open an existing note card to continue writing.
2. Enter a Note title you will recognize later, such as Session 2: narrowed the target list, and write under Personal notes. Your changes save automatically.
3. Select Link to an offer below the title when the note belongs to a booked session, then choose the offer and session. Linking brings in the session’s Transcript when one is available, and the client’s share email names that session instead of the note title.

A new note appears under Private in the client’s Notes tab. New notes stay private until you share them. You can change the linked session or choose Unlink offer from its link control later.

To bring over earlier documents, see Import client notes.

Review a summary or transcript

Use Summary to read the summary for a note or recorded session. Once a note has at least 20 words and enough context for Pip, Pineway’s AI assistant, to work from, Summarise notes asks Pip to prepare one. A summary is the version you can share with your client, and it’s what Draft with Pip uses to write a follow-up, so review it before you rely on it.

If Summarise notes is missing, check that the note has at least 20 words and no more than 500,000 characters. The prompt also disappears after you dismiss it or a summary exists; open Summary to review the available result or options.

Transcript appears when the linked session has a transcript available. Opening a recorded session from Notes keeps its transcript and personal notes together inside the note. A note without a recorded session does not have a transcript tab.

Use Follow-up to prepare a message from this context, and Action items to track the next steps. See Manage action items and follow-ups.

Share only what the client needs

Personal notes and summaries have separate sharing choices, so you can share a summary while keeping your own observations private. Anything you share stays live: later edits change what the client reads, so check a note’s sharing state before adding private observations.

1. Review the content with the client as the audience.
2. Select Share note, the share icon beside the note title. For an item already partly shared, the control reads Shared with client.
3. Select Personal notes, Summary, or both, then confirm sharing. A summary must be ready before you can share it.

The selected content becomes available in the client portal. Sharing a summary does not also share your personal notes or the raw transcript.

The first time you share a note or its summary, Pineway emails your client about 30 seconds later. The email includes your name, a link to the content in the client portal, and the linked session’s title and date, or the note’s title if no session is linked. It doesn’t include the note itself, and later edits don’t send another email.

If you shared the wrong content, use Undo in the sharing confirmation within about 10 seconds. It reverses the parts you just shared. If nothing remains shared when the email is due, Pineway skips the notification. Previously shared content stays shared when you undo sharing another part.

Delete a note

Open the note, select Note actions (⋮) beside the title, then Delete note and confirm. The note disappears from the client’s record.

If your account uses the note dialog

Select New note, enter the title and body, and check Private note or Shared note before saving. The Shared list starts new dialog notes as shared; All and Private start them as private.

Use Link to session in the dialog to attach the note to a booking. To edit a saved note, open its card, make your changes, then select Update. Changing its visibility moves it between the Private and Shared lists.

New note and Import notes are missing

These actions stay hidden until your client signs in to Pineway or books a session. If you haven’t invited them yet, select Send invite on their profile. See Add a client for adding existing context before they join.