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Build a chart template

The sheet your team fills in at the chair — the fields on it, which ones carry forward from the last visit, and what publishing does.

3 min readUpdated August 18, 2026Stylists · Managers · Owners

Ask three stylists what they write down after a colour service and you'll get three answers, one of them "I remember". A chart template is the decision made once: this is what we record, in this order, every time.

Apps → Charting opens on Templates. The other tab, Charts, is everything your team has actually filled in.

The chart templates list: SOAP Note and Treatment Record, each Published at version 1, with the date each was last updated.
  1. 1
  1. 1Templates you build · charts your team fills in
Templates you build; charts your team fills in. Two tabs, one screen.

Making one

  1. 1

    Press New template and give it a name and a short description. A service-shaped name beats a clever one — your team picks it from a dropdown with a client waiting.

  2. 2

    Add the fields. Add field opens a palette grouped into Clinical, Text, Choice and Media — twelve types in all.

  3. 3

    Set each field's rules as you add it: Required, Pre-fill from the last visit by default, and Include in AI chart suggestions.

  4. 4

    Put them in the order you'd actually work through them, using the arrows beside each field.

  5. 5

    Press Publish. Until you do, the template is a draft and nobody can chart against it. Publishing needs at least one field.

A chart template's five fields in order, each showing its prompt and underneath it the field type and whether it is required, with an Add field button below.
Each field carries its type and its rules. The order here is the order at the chair.

The field types

The five Clinical types are the reason charting isn't just a notes box. Each one is several boxes that travel together:

  • Hair colour formula — brand, base colour, target colour, developer volume, processing minutes, technique.
  • Length change — start, end, technique.
  • Injection map — area, product, units.
  • Brow shape — shape, mapping, post-care.
  • Nail design — shape, length, polish code, design.

Recorded that way, a formula is comparable between visits rather than a paragraph somebody has to re-read. Everything else is what you'd expect: Short text, Long text and Date; Single choice and Multiple choice, where you write the options yourself.

The Media group is in the palette but photo and markup capture aren't wired up at the chair yet, so a media field is saved on the template and collects nothing. It can't be marked required, for the obvious reason.

Publishing, and what happens after

A template moves Draft → Published → Archived, and only forwards. Published templates can still be edited — that's normal, menus change — and every chart records the version of the template it was captured on, so an old record keeps the shape it was written in.

Archive retires a template without deleting anything. It goes read-only, no new charts can be started against it, and the charts already taken stay exactly as they are. It can't be undone.

Who this is for

Charting appears in Apps for owners, managers and stylists. Front desk and read-only roles don't see it — a chart is a treatment record, and it stays with the people doing the treatment.

Building a template is the same permission as filling one in, so anyone who can chart can also build, publish and archive templates. In practice that's fine — whoever knows what a colour record needs to say is usually the person mixing the colour — but it does mean a template published by anyone is published for everyone. Agree the two or three you want before the team starts adding more.

Common questions

What's the difference between a chart and a form?

A form is filled in by the client — the consultation questions and consents they answer on their own phone before they arrive. A chart is written by you, at the chair, about what you actually did. Different author, different purpose, different screen.

Why can't I chart against my new template?

It's still a draft. Only a Published template can be picked when starting a chart, and publishing needs at least one field on it.

Can I change a published template?

Yes — edit the name, the description and the fields as you like. Charts already captured keep the version of the template they were taken on, so an old record never silently changes shape underneath you.

What does Pre-fill from the last visit do?

It marks the field as one worth carrying forward. At the chair, Copy from last visit pulls those fields through from the client's most recent completed chart on the same template, and the stylist edits from there.

I archived a template by mistake.

Archiving can't be undone, and an archived template is read-only — no new charts, no edits. Build a fresh one with the same fields. The charts already captured against the archived template are untouched and still readable.

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