Client Recent Activity Stream and Custom Notes

In this article:

• Accessing the Activity Stream
• Adding Custom Notes
• Filtering the Activity Stream
• Tracking Notification Deliveries

Accessing the Activity Stream

You can view a client's activity stream in two places: from their Recent Activity page or in the Client Hub.

📍 Note: Custom notes can only be added from the Recent Activity page. The Client Hub includes a Quick Notes option, but that creates a new session note rather than a custom activity entry.

Open a client hub by clicking the person icon near the top of the client record’s main page, then click on Recent Activity. 

Learn more about Using Client Hubs →

Adding Custom Notes

Custom notes let you record private interactions, observations, or reminders directly in a client's activity stream. Think of them as a running internal log that lives alongside everything else happening in a client's care: a phone call you had, a supplement they picked up, or a follow-up you want to remember.

To add a custom note:

1. Open the client's Recent Activity page.
    
2. Click in the text box at the top of the activity stream. The placeholder text reads: "Add a custom activity note, e.g. 'Mary stopped by office to purchase recommended supplements.'"
   
    
3. Type your note. Notes have a maximum of 1,000 characters.
   
    
4. Click on the date to adjust the date and time if the interaction didn't happen right now.
   
   
    
5. Click Add note to save.
   

📍 Note: Custom notes are visible only to you and your team. They are not visible to clients through the Client Portal.

To edit or delete a custom note:

• Click the More Options menu (3 dots) to the right of the entry to edit or delete it.
  

To pin a custom note:

• Click the pin icon to the right of the entry. Pinned notes appear at the top of the stream and stay there as new activity is added.
  
• You can pin multiple notes at the same time.
• Pinned notes are hidden when you filter the stream by any category other than Custom notes or All categories.

💡 Tip: Use pinned notes for information you want to see at a glance every time you open a client's record, such as communication preferences or a key allergy.

Filtering the Activity Stream

Use the category and date filters at the top of the stream to quickly find what you're looking for.

Category filter options include:

• All categories
• Custom notes
• Bookings
• Billing
• Documents
• Forms
• Messaging
• Notes
• Packages
• Programs
• Protocols
• Labs
• Recommendations
• Reminders
• General (includes items like client tag updates and client merge history)

Date filter options include: Today, Yesterday, This week, This month, This quarter, YTD, or a specific past month.

📍 Note: Filtering by any category other than All categories or Custom notes will hide pinned notes from view.

Tracking Notification Deliveries

Practice Better tracks email and SMS delivery for automated notifications sent to your clients, including portal invitations, booking confirmations, published notes, and other resource notifications.

On a Team plan, you can also see which team member sent a resource to the client. The practitioner's name appears just above the delivery status.

Email statuses you may see:

• Email Sent: The email was dispatched and delivery confirmation is pending.
• Email Delivered: The email reached your client's inbox. If they don't see it, ask them to check their junk mail folder.
• Email Bounced: The email address doesn't exist or is on our bounced list. Double-check the address for typos (e.g., mary@gmail.con).
• Delivered (Unsubscribed) / Recipient Unsubscribed: Your client unsubscribed from automated emails, which adds them to our Do-Not-Send list.
• Delivered (Marked as Spam) / Marked as Spam: Your client marked an automated email as spam, which adds their address to our Do-Not-Send list.
• Blacklisted: Your client's email address is on our Do-Not-Send list. This can happen with fake or dummy addresses (e.g., mary@example.com or mary@users.practicebetter.io).