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 at 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, and there is no add-on to buy more.

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. 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.

Add notes and a photo at checkout

1. Open the appointment in the appointment book and go to the checkout fields.
2. Write in Visit notes (formula, allergy flags).
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.

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 that mentions an allergy or a reaction is marked Flagged. If there is nothing yet, it says No visits yet. and that notes and photos appear after the first checkout.
3. 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 a note was written for and the owner can read it. Desk staff and other team members see 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.

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 one exception is a photo you deliberately press Send to client on, which goes to that client over WhatsApp.

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 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.
• 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.