Keep visit notes and before/after photos on a client's record

Zelun lets your team keep a private history for each client: short notes written on an appointment, before or after checkout (for example a formula, a preference or an allergy), and before and after photos attached to an appointment. Everything lives on that client's record and is for your team only.

Two optional extras sit on top of this:

• An AI summary of a client's notes. When a team member asks for it, Zelun reads that one client's notes and gives a short digest of their usual preferences, plus flags for anything that sounds like an allergy, a reaction, a patch-test result or a contraindication.
• A storage limit for photos. Your business has a limit on how much photo storage it can use. It comes with your plan, is shared with the progress photos of made-to-order orders and with the documents you share with clients, and there is no add-on to buy more.

Each practitioner on your team, signed in as themselves, can open the history of clients they have seen (any appointment with that client, past or upcoming) and write the note for appointments they treat, as the main or a supporting practitioner. A colleague's appointment note is written only by the person who treated it. A saved note is never edited: to correct one, you add another note to the same visit. All of this is included in every plan, with no add-on and no credits.

On the appointment note you can Dictate the note or Record the visit and review an AI draft before saving it; a note saved this way carries the label Drafted with AI, reviewed by and your name. The article on dictating and recording the visit explains it, including that Zelun keeps no audio. In a clinic, the draft sections follow the note template of the appointment practitioner's Main specialty when one is set (see Specialty packs).

The words follow your business type: for a clinic, the client is a patient and visit notes are clinical notes; for tutors, the client is a student and the note is a session note. The business type article explains it. Your notes and photos are not a medical record. Zelun does not present itself as a system for health records, so do not rely on it as one.

1. The client must exist on the appointment. An appointment with no client attached cannot have notes or photos.
2. For photos, the client must have given permission. You record it with the Photo consent given box on the client in the Clients page. Without it, uploads are refused.
3. Photos must be .png, .jpg or .webp picture files.
4. The Clients page, in the side menu, has the History tab and the Photo consent given box. Notes and photos can still be added from the appointment book.
5. To write notes you need note access: be the owner, be the practitioner treating the appointment, or hold a note permission the owner gave you. The roles and policies article explains those permissions.
6. The AI summary only works when Zelun's AI service is switched on for the platform. If it is not, the button reports an error.

Record the client's photo consent

1. Open Clients in the side menu and pick the client.
2. Tick Photo consent given (or use Edit client). The text next to it explains that it allows staff to attach before and after photos to this client's appointments.
3. Untick it if the client changes their mind. Photos already uploaded stay until you delete them.

Write a note from the appointment

1. Open the appointment in the appointment book. The Note section is titled with your business type's word for notes (for example Clinical notes) and says Saved to the history. It shows before or after checkout, only to people with note access, and never on a cancelled or no-show appointment.
2. Notes already written for this appointment are listed first.
3. Write in New clinical note (or your business type's word) and press Save note. If your plan offers the feature, you can also press Dictate or Record the visit and review the draft; before recording the visit, ask the client out loud.
4. If the appointment belongs to a colleague and you have no permission to write their notes, the screen says Only the person who treated this appointment can write its clinical note. (in your business type's words).

Write a note from the history

1. In Clients, pick the client and open History. Press Add note.
2. In Visit (last 90 days), pick the visit. Only visits you may write for are listed.
3. Write the note and press Save note, or Cancel to leave without saving.

Correct a note

A saved note is not edited. To correct it, add another note to the same visit. Both stay in the history with their date.

Add notes and a photo at checkout

1. Open the appointment in the appointment book and go to the checkout fields.
2. Write in the notes field, which is titled with your business type's word for notes (for example Clinical notes).
3. To attach a photo, use Attach photo and pick the file.
4. Finish the checkout as usual. The note and photo are saved to the client's history. If you leave both empty, nothing is saved. If the photo is refused, the screen tells you why.
5. If the note could not be saved, the payment stands (The payment is not undone.) and the note waits for you to press Retry.

Add before and after photos to an appointment

1. Open the appointment in the appointment book and find Appointment photos.
2. Press Add before photo or Add after photo and choose the file. The screen says Uploading photo… while it works.
3. To remove one, press Delete photo under it. This frees the space it used.

Read a client's history

1. In Clients, pick the client. The History tab opens on Visit history.
2. Each entry shows its date, the note and any photos. A note drafted with AI help shows Drafted with AI, reviewed by and the name of the person who reviewed it. A note that mentions an allergy or a reaction is marked Flagged. If there is nothing yet, it says No visits yet. Notes and photos will appear here.
3. If everyone in your business may read notes, you also see notes other practitioners wrote. If notes are restricted, the ones you may not read show as Clinical note · restricted.
4. A photo has a Send to client button. It sends that photo over WhatsApp, but only if the client has agreed to WhatsApp messages and the conversation window is open. Otherwise the screen explains why it cannot send.

Limit who can read the notes (clinics and practices)

1. Open My business and press Review suggested settings on the Business type card. Only the owner sees it.
2. When the card Notes visible only to the treating practitioner comes up, press Turn on. Nothing is turned on until you do.
3. From then on, only the practitioner who treated the visit can read the note, not even the owner (at a clinic this is already the default). Desk staff and other team members see a label such as Clinical note · restricted in the history: they can tell a note exists, but not what it says. Notes a person may not read are also left out of the AI summary.
4. Turn it off in the same place if you change your mind. Notes already written are not changed either way. The article on private notes and discreet reminders covers this setting and the reminders setting in full.

If a note does not save

1. The screen never fails silently: it says The note could not be saved., the reason, and Your text is still here.
2. Your text stays in the field. Press Retry once the reason is sorted out.
3. If you reload the tab before saving, the text is still there. It is cleared when the note saves or when you sign out.

Ask for an AI summary

1. In Visit history, press Summarize notes.
2. Wait for Summarizing notes…. The result appears in a panel titled AI-generated visit-note summary.
3. Read the digest and any flags. Each flag lists its Source notes, which link to the original entries. Check them there.
4. If the client has no notes you see There are no visit notes to summarize. If nothing sounds like an allergy or reaction you see that no flags were found.

Clients do not see any of this. Notes, photos, summaries and flags are for your team only. They never appear on the booking page, in the link a client uses to manage their appointment, in messages sent about an appointment, or in your reports.

The exceptions are things you choose to share. A photo you press Send to client on goes to that client over WhatsApp. A progress note you create with Share as a progress note on a visit note copies its text into a new note you edit and confirm, and the client reads only that text; the visit note itself stays private. The article on sharing documents explains it.

Indirectly, a client benefits from staff remembering their preferences and allergies from one visit to the next. If you anonymize a client, their photos are deleted at the same time. See the article on exporting and erasing a client.

• Expecting the restriction to apply on its own. Choosing Clinic as your business type only suggests it. It applies once the owner turns it on in the review.

• Trying to upload before recording consent. At checkout, if the client has no photo consent the Add before and Add after tiles are replaced by "No photo consent on file for this client — upload is blocked." with a record consent now link. Record the consent, then upload. The checkout sheet notes that photos are stored under your company only and are deleted if the client is ever anonymized.
• Hitting the storage limit. The screen says the company has reached its photo storage cap. Nothing is lost. Delete photos you no longer need, or withdraw documents you shared, to free space, then try again.
• Expecting the summary to run by itself. It never does. It only runs when someone presses Summarize notes, and not after checkout.
• Treating a flag as a diagnosis. Flags are written by AI and marked as such: verify them against the source notes. They are not a clinical decision.
• Expecting the summary to add information. It only condenses what is already in that client's notes. It never changes the notes, the client or the appointment.
• Writing the note on a colleague's appointment. Only the person who treated it writes it, or someone with the permission to write notes, and then the note is written for that appointment's practitioner.
• Looking for a way to edit a note. There is none. Add another note to the same visit.
• Looking for the Note section on a cancelled appointment. Cancelled and no-show appointments take no notes.
• Recording the visit without asking the client. Ask out loud before recording; Zelun also asks you to confirm they agreed.
• Adding a note to an appointment with no client. Attach or create the client first.

Client records and the export and erase tools are covered in the related articles.