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Know where every client is up to

Give every client interaction the context it deserves.

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A client record in Clovo showing the Progress notes tab An illustration of a client record for Sarah N. The Progress notes tab is open, showing 14 progress notes, 3 completed forms and 2 signed agreements, above four notes recorded between 4 March and 2 September. Every note is marked Private and lists the template used and the staff member who saved it. Clovo Dashboard Openings Clients Operations Growth Setup NSNorthside StudioOwner Clients Sarah N. Reformer 8-class pack · Member since March 2024 Write a note Client profile History Progress notes Forms Agreements Tasks Progress notes 14 Forms completed 3 Agreements signed 2 Progress notes Version history NOTE TEMPLATE SAVED BY VISIBILITY Reformer progress review Six-week reassessment Movement review Dana K. 2 Sep Private Session 12 · loading increased Cleared for spring board 2 Session note Dana K. 26 Aug Private Return-to-class plan Building back after time away Return to movement Sam O. 12 Aug Private Initial movement screen Baseline recorded at first visit Initial consultation Dana K. 4 Mar Private

Notes, forms and signatures. One record.

Private to your team, and ready before the next session begins.

Everything the next session depends on.

Records built into your booking platform beat anything kept beside it.

Progress

Progress notes

Record how a client is changing over time in a focused writing view that keeps their earlier notes beside you.

Consistency

Note templates

Reuse the structure your team trusts so records stay comparable from one reassessment to the next.

Audit trail

Version history

Every saved version is kept with its author and time, so a record can always be accounted for.

Context

Forms

Ask the questions that matter before a first visit, alongside an ongoing program, or whenever something changes.

Preparation

Form requirements

Make selected forms a condition of booking, so your team is never guessing at the start of a class.

Privacy

Encrypted and staff-only

Notes and answers are encrypted at rest, shown only in authorised views, and never displayed to the client.

Progress notes

Write the next note with the whole history in view.

The writing view keeps a client’s earlier observations open beside the note being added, so your team works from the record rather than from memory. Notes are private to your team, encrypted at rest and never shown to the client.

The Clovo progress note writing view, with a Past notes panel keeping three earlier notes visible while a new note is written
Four progress note templates listed beside the version history of a single note, showing three saved versions and the current one

Templates and version history

Keep records consistent, and account for every change.

Templates give a repeated assessment the same shape, so progress is easy to compare months apart. Every save creates a new version carrying its author and time, leaving an auditable trail behind the note your team is reading today.

A studio team member noting observations on a clipboard while a colleague guides a client through a movement assessment on a reformer

Better preparation

The record behind a considered session.

When the history is already there, the first few minutes of a session go to the person rather than to catching up. Your team can see what was worked on last time, what was agreed, and what to revisit today.

Form Builder

Build the form once. Use it with every client.

Combine headings, instructions, written answers, numbers, prices, dates, choices, ratings, yes or no questions and signatures, then mark the questions that must be answered. A form can be available to clients or kept for staff to complete, depending on what you need to collect.

The Clovo Form Builder with an initial consultation form being assembled beside a palette of all twelve field kinds
The Forms tab on a client record listing four forms with their status, alongside a panel showing the forms required before booking Reformer Foundations

Sent, completed, kept

Send a form when it matters, and keep the answers where they belong.

Send a form for a client to complete on their own device, or fill it in together when a team member is guiding the conversation. Clients are prompted to respond while the outstanding request stays visible to your team, and completed answers settle on the client record ready to review, correct or export as a PDF.

One clear round trip

From your studio to their phone, then straight back to the record.

Request a form in Clovo and it arrives on the client’s own device. When they finish, the answers return to the client record ready for your team to review or export.

A form requested by a studio, completed on a client’s phone and returned to Sarah’s client record in Clovo

Private by default.

Encrypted at rest, shown only in authorised views, and never seen by the client.

Common questions

A record your team can rely on.

Can a client read their own progress notes?

No. Progress notes are private to your team and are never shown to the client. Completed form answers are also kept out of client-facing views, and both are encrypted at rest.

What happens when a note is edited?

Nothing is lost. Each save creates a new version alongside the ones before it, with the staff member and the time recorded, so the history of a note stays auditable.

Can a form be required before someone books?

Yes. Choose one or more forms for selected classes and Clovo guides anyone with an outstanding form to complete it before continuing. Each required form only needs to be completed once, and staff can still add a client when an exception is appropriate.

Can we get a copy of a completed form?

Yes. Staff can review a response, correct it if something needs putting right, and export it as a PDF when a copy is needed.

Do clients need to be somewhere new to fill a form in?

No. Forms work across Clovo, so a client answers in the same place they already book and pay, and your team keeps a clear view of what is still outstanding.

Yours to set

Decide what has to be in place before a class begins.

Choose the forms that matter for each class and leave the rest alone. Your studio sets the condition, and Clovo takes care of asking.

Choosing the forms required before a class can be booked An illustration of the Clovo class settings for Reformer Foundations. An Initial consultation and a Consent and liability form are switched on as a condition of booking, while a Readiness check is switched off. A note explains that each required form only needs to be completed once and that staff can still add a client when an exception is appropriate. Clovo Dashboard Openings Clients Operations Growth Setup NSNorthside StudioOwner Setup · Classes Reformer Foundations Choose the forms a client must complete before they can book this class. Cancel Save Initial consultation A baseline movement screen taken before a first session. Completed once, then kept with the client record. Required Consent and liability Signed by the client on their own device or with your team. A signature field records the agreement. Required Readiness check A short check-in used before a new program block. Switched off for this class. Off Each required form only needs to be completed once. Staff can still add a client when an exception is appropriate.

Client Records is available now

Give every client conversation a stronger place to begin.

A studio team member welcoming a new client at the door while a class warms up behind them

Bring progress notes, forms and agreements together on one secure record inside Clovo.

Start free with Client Records built in as standard

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Launch your studio today with no monthly fee — you only pay when your members pay you. Set up for free, with no card required.

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