Records
Find appointment records, review session data and notes, and open the Service Record for each visit.
The Records tab is where you review a client’s appointment history. It includes completed sessions, appointment records without session data, missed or canceled appointments, records that need an outcome, and records that need signature or review steps.
Active data collection still happens in sessions. Records is the place to review what happened afterward.
This page uses client for both clients and students. Your terminology setting determines which term appears in the app.
Find Records
Open a client profile and select Records.
Use the date range at the top to choose which records you want to review. On larger screens, the calendar rail helps you move through days quickly. On phones, the same controls are arranged in a compact layout.
Use Filters and Search
Records can be filtered by status so you can focus on what needs attention.
Common filters include completed, ongoing, missed, canceled, needs outcome, and signature or review states when signed service records are enabled.
Turn on Preview data when you want session totals to appear in the list. Turn on Show notes when you want note previews and note search for the selected range.
Understand Record States
Each row shows the current state of that appointment or service record.
- Scheduled - the appointment has not happened yet
- Ongoing - a linked session is still active
- Completed - the record is ready for review
- Missed - the appointment was not completed
- Canceled - the appointment was canceled
- Needs outcome - the appointment happened in the past and needs a final outcome or note
- Needs caregiver signature, Needs signature, or Ready for review - the signed record workflow is waiting on the next step
The row state helps you decide whether to open the record, return to the active session, add notes, or complete a signature step.
Open a Service Record
Select a record to open the Service Record.
A Service Record can include appointment details, notes, linked session data, timeline details, export actions, and signature or review steps when those apply. If the linked session is still active, TallyFlex can take you back to the active session.
Records and Schedule Work Together
Use Schedule to plan appointments and start sessions.
Use Records to review the client history after appointments are scheduled, completed, missed, canceled, or documented.
Completed appointments can also show View Record from the schedule details screen when you are working from the calendar.
Use records, notes, and exports according to your organization’s or district’s sharing process.
What’s Next?
- Signed Service Records - Complete caregiver acknowledgement, provider signature, and team review
- Delete or Clear a Service Record - Remove accidental or duplicate records
- Session Summary - Review session data after collection
- Manage & Start Sessions - Start sessions from appointments
Need Help?
Questions about records? Email support@tallyflex.com for assistance. When emailing support, describe the setup without screenshots, exports, signed PDFs, caregiver details, signatures, student names, exact IEP or treatment-plan text, or other identifying details.