How to create a case note template and write a case note
Case notes are a core part of clinical documentation in Tacklit. You can create reusable templates to standardise how notes are structured across your practice, then use those templates when writing notes for individual clients.
Part 1: Creating a case note template
Case note templates are created by Superusers and define the structure that practitioners follow when writing their notes.
How to create a template
Go to Settings > Case Note Templates — access the template management area from the control panel
Click Create Template — start a new template
Name your template — give it a clear name that describes its purpose (e.g. "Initial Assessment", "Progress Note", "Discharge Summary")
Add headings and sections — define the structure of the note by adding headings. Each heading becomes a section that practitioners complete when writing a note
Configure heading options — for each heading, you can:
Toggle the heading on or off (to show or hide it by default)
Make it mandatory (practitioners must complete this section before saving)
Edit the heading text and order
Assign the template — choose who can use this template: all practitioners, specific practitioners, or specific client groups
Save the template — the template is now available for practitioners to use when writing case notes
What you can include in templates
Templates support multiple content types within each section, including free text, multiple choice fields, tables, images, and custom data fields. This flexibility lets you create structured templates for different clinical workflows — from brief progress notes to comprehensive assessment forms.
Part 2: Writing a case note
Practitioners write case notes from the client profile, using the templates configured for their practice.
How to write a case note
Open the client profile — search for the client and navigate to their profile
Go to the Case Notes tab — this shows all existing notes for the client
Click Create Case Note — start a new note
Select a template — choose the appropriate template for the type of note you're writing
Link to an appointment (optional) — associate the case note with a specific appointment. This creates a direct connection between the session and the clinical documentation
Complete the sections — fill in each heading/section as required. Mandatory sections must be completed before you can save
Save your note — the note is saved against the client profile. Tacklit includes an auto-save feature to prevent data loss while you're writing
Case note permissions
Tacklit includes granular permissions for case notes. Superusers can configure who can view, edit, or delete case notes, and whether practitioners can see notes written by other team members. This is important for practices where clinical notes may contain sensitive information that should be restricted to the treating practitioner or specific team members.
Tip: Link your case notes to appointments wherever possible. This creates a clear clinical timeline showing what was discussed and documented at each session — valuable for continuity of care and audit purposes.