Session Details

What it is

View and edit detailed session information

Who it's for

Workspace Owner Staff

Access & Scope

Property	Value
Module	sessions
Personas	workspace-owner, staff
Scope	Workspace-level
UI Location	Dashboard > Sessions > [Session]

| Status | active |

UI Location

Dashboard > Sessions > [Session]

How it works

The Session Details page provides comprehensive information and editing capabilities for individual sessions. Here's how it works:

1. Session Information Display:

   • Session name, date, time, and duration
   • Linked client information with quick access to client details
   • Session status with visual indicators
   • All session metadata in one place

2. Tabbed Interface:

   • Client Info Tab: Contains three sub-tabs:
     • Client Details: View linked client information and custom fields
     • Client Sessions: View all sessions for this client
     • Evaluation: View and edit client evaluation data
   • Questions Tab: Contains three sub-tabs:
     • Pre-session: Fields completed before the session
     • During-session: Fields completed during the session
     • Post-session: Fields completed after the session
   • Attachments Tab: Manage files, images, and documents attached to the session
   • Admin Notes Tab: View and manage administrative notes
   • Invoice Tab: View and manage session invoice

3. Field Value Management:

   • Edit custom field values for each phase (pre, during, post)
   • Changes are tracked as "pending" until saved
   • Unsaved changes indicator shows when modifications exist
   • Save button appears when there are unsaved changes

4. Client Information:

   • Quick access to linked client's details
   • View client custom fields
   • Navigate to client's session history
   • Access client evaluations

5. Attachment Management:

   • Upload files, images, or documents to sessions
   • View and download attachments
   • Delete attachments
   • Attachments are stored per session

6. Admin Notes:

   • Add, edit, and delete administrative notes
   • Notes are timestamped
   • Useful for internal communication and reminders

7. Invoice Integration:

   • Generate invoices from session data
   • Link session to client financial records
   • Track session-related payments

8. Evaluation Management:

   • View and edit client evaluation data
   • Evaluation fields are separate from session fields
   • Evaluation data is linked to the client, not just the session

Settings

The Session Details page includes the following configurable options:

1. Field Display:

   • Fields are organized by phase (pre, during, post)
   • Only active fields are displayed
   • Field order is determined by field definitions
   • Required fields are marked

2. Auto-save Behavior:

   • Field value changes are tracked but not auto-saved
   • Manual save is required to persist changes
   • Unsaved changes warning prevents accidental navigation away

3. Tab Defaults:

   • Default tab is "Client Info" with "Client Details" sub-tab
   • Questions tab defaults to "Pre-session" sub-tab
   • Tab state persists during session editing

4. Attachment Settings:

   • File size limits (based on workspace storage settings)
   • Accepted file types (configured per field type)
   • Storage quota tracking

5. Evaluation Settings:

   • Evaluation fields are managed separately from session fields
   • Evaluation data is shared across all sessions for a client
   • Evaluation field management requires separate permissions

Permissions

Access to Session Details requires:

• session.read: Required to view session details

Additional Permissions (for actions within session details):

• session.update: Required to edit session information and field values
• session.delete: Required to delete sessions
• client.read: Required to view linked client information
• evaluation.update: Required to edit evaluation data (if applicable)

Default Access:

• Workspace Owner: Has full access to all session details and editing capabilities
• Staff: Access depends on assigned role permissions. Staff without session.read cannot access session details.

Note: Some tabs may require additional permissions:

• Admin Notes: May require specific note management permissions
• Invoice: May require financial permissions
• Evaluation: Requires evaluation field management permissions

Use Cases

1. Session Documentation:

   • Complete pre-session intake forms
   • Document treatment or service delivery during the session
   • Record outcomes and follow-up instructions post-session

2. Client Context:

   • View client information while working on a session
   • Review client's session history
   • Access client evaluations for context

3. File Management:

   • Attach photos of before/after results
   • Upload documents related to the session
   • Store signed consent forms or agreements

4. Internal Communication:

   • Add admin notes for staff coordination
   • Document special instructions or requirements
   • Track session-specific reminders

5. Billing Integration:

   • Generate invoices from session data
   • Link sessions to client financial records
   • Track session-related revenue

6. Progress Tracking:

   • Review field values across multiple sessions
   • Track changes over time
   • Identify patterns in session data

7. Quality Assurance:

   • Ensure all required fields are completed
   • Verify session documentation completeness
   • Review session notes for accuracy

Notes / Limits

1. Field Value Phases:

   • Pre-session fields can be filled when creating a session
   • During and post-session fields are only available for existing sessions
   • Field values are saved per phase independently
   • Changing phase doesn't affect other phases' values

2. Unsaved Changes:

   • Field value edits are tracked as pending until saved
   • Navigation away with unsaved changes shows a warning
   • Save button must be clicked to persist changes
   • Multiple field edits can be saved together

3. Client Linking:

   • Sessions must be linked to a client
   • Changing the client link updates all client-related information
   • Client information is read-only in session details (edit in client section)

4. Attachment Limits:

   • File uploads count against workspace storage quota
   • Individual file size limits apply
   • Total storage per session may be limited

5. Evaluation Data:

   • Evaluation fields are separate from session fields
   • Evaluation data is shared across all client sessions
   • Editing evaluation in one session affects all sessions for that client

6. Invoice Generation:

   • Invoices can be created from session data
   • Invoice items can be added manually
   • Invoices are linked to the client's financial records

7. Performance:

   • Loading session details fetches all related data (client, fields, attachments, notes)
   • Sessions with many attachments may load slower
   • Field value updates are optimized for performance

8. Data Integrity:

   • Session deletion may require handling related data (attachments, notes, invoices)
   • Field value validation follows field definition rules
   • Required fields must be completed before certain actions

Changelog

Mon Jan 15 2024 02:00:00 GMT+0200 (Eastern European Standard Time)

• Initial documentation