The client record

At a Glance

Open a client from your dashboard and you are in their record: their notes, documents, appointments, payments and personal details, held together in one place that only you can see.

What lives here

The record has two parts: a header that tells you who this is at a glance, and a column of sections holding everything you keep about them.

The header: who this is, at a glance

Under the client identifier you will find badges showing their status (active or inactive), whether they are a client or supervisee, how you see them, their preferred way of being contacted, their session fee, and their record retention period. There is also a running count of sessions noted, which tells you which session number comes next, so you never need to open old notes to check.

The header buttons:

• Emergency Details opens the emergency contact you recorded, kept one press away for the moment you need it quickly
• Mark Inactive records that therapy has ended. It asks for the date therapy ended and a reason, because that date is what starts the retention clock
• View Calendar takes you straight to your appointments
• Edit Client opens every detail you entered when you created the record, ready to change, including their place of work if you work across more than one setting

Where you have recorded them, the header also gives you the client's GP surgery details and, for children and young people, their school, social worker and parent or guardian details.

The sections, top to bottom

Working Notes / Reasonable Adjustments. Practical arrangements for working with this person: lighting, sound, sensory needs, who does the calling. Deliberately separate from clinical notes, and the right home for the small things worth remembering.

Appointment History. Every appointment with this client and their attendance rate. You can create an appointment from here without leaving the record.

Session Notes. The clinical record. Each note is written against a session with its date, duration and number, using the template you prefer: free-form, SOAP, DAP, BIRP, narrative, or EAP (Employee Assistance Programme) for work you report back to a provider. Each template gives you its own headings, one box each, and you can leave any of them blank. Once saved, a note cannot be edited; corrections are made by adding an amendment, which is dated and sits alongside the original. Why it works that way has its own article.

Documents. Files you hold for this client: their signed agreement, correspondence, anything scanned. View them in the browser or download them; every viewing and download is recorded in your audit trail.

Payment History. The client's usual rate, anything outstanding, and each session's payment status. This is your own bookkeeping record; TherapyLock does not take payments or send invoices.

Data Export. Two ways to get this client's record out: a notes summary for a date range you choose, and a full record export that downloads everything, notes and documents together. Useful for supervision, insurance or a subject access request.

Danger Zone. Permanent deletion of the whole record. TherapyLock asks you for a written reason, because deletion is logged for GDPR purposes, and nothing about it can be undone. Retention and deletion get their own article.

What you can reach from here

• View Calendar for the diary, and Create Appointment from the appointment history
• Add Note, Add Document and the export tools, all without leaving the page
• Back to Dashboard returns you to the client list

What you will not find here

• Recording attendance and cancelling sessions. Those decisions belong to the calendar, which owns everything about a session. The appointment history shows you what happened and gets you there
• Your own paperwork. Your insurance, clinical will and certificates live in Practice Documents, kept apart from client files on purpose
• An edit button on session notes. That is by design, not an omission; amendments are the way, and the reasoning has its own article

Related articles

• Your dashboard

• Why session notes cannot be edited, and how amendments work

Still Need Help?

If you have any other questions about TherapyLock, our support team is here to help.

Email us at support@counsellingtutor.com and we will be happy to assist.