Record what happened during a visit — typed, voice-recorded and AI-transcribed, or extracted straight into a structured template — all from Care Records.

• Overview
• Adding a Case Note
• Viewing a Case Note
• Attaching Documents
• Voice Note
• Templates
• AI Summary
• Show Chart
• Chatbot

Overview

Case Notes lives under Care Records in the Side Menu, alongside Incidents. Every note is listed with its type and status tags, the client and staff member involved, a preview of the content, and who created it.

Each note carries two tags:

• BEHAVIORAL
• GENERAL
• INCIDENT
• MEDICATION
• MEDICAL
• CARE PLAN
• DISCHARGE
• PROGRESS
• FINAL
• DRAFT

The first is the note type (what it's about); the second is its status — Draft notes can still be edited, Final notes are locked.

Adding a Case Note

Field	Notes
Client	Required.
Secondary Employee	Optional — a co-worker or supervisor also involved.
Note Type	Required — Behavioral, General, Incident, and so on.
Status	Required — defaults to Draft (you can edit notes later).
Date	Required — dd/mm/yyyy, typed or picked from the calendar icon.
Note Content	Required — the note itself.

Click Create Note to save it.

Viewing a Case Note

Click a note to open its full detail:

Alongside the note content, this view shows exactly when it was created and last updated, and who created it — useful for audit purposes.

Attaching Documents

Every case note has its own Documents panel underneath it, for attaching supporting files — a photo, a scanned form, a report — directly to that note.

Above the drop zone:

• A running count of attached files, and the Max 10 MB per-file limit
• A refresh icon to reload the attachment list
• "No documents attached yet" until the first file is added

1. Open the note

   Click a case note in the list to expand it — the Documents panel appears underneath its content.

2. Drop or browse for a file

   Drag a file onto the drop zone, or click browse to pick one from your device.

3. Check the file type and size

   PDF, Image, Word, and Excel and Text files are supported, up to 10 MB each.

4. Confirm the upload

   Once uploaded, the file replaces "No documents attached yet" in the list above the drop zone, and stays attached to that specific note.

Voice Note

Instead of typing, record a note out loud and let AI transcribe and structure it for you.

1. Choose the client and note type

   Select the client and Note Type first — the type determines which Template Guidance fields the AI will try to extract (shown with a field count, e.g. "15 fields").

   

2. Record

   A live waveform and duration counter track the recording (up to 30 minutes). Pause, delete and restart, or stop when you're done.

   

3. Review the transcript

   Stopping the recording produces an editable transcript. AI transcription isn't always perfect — check it over before continuing.

   

4. Analyze with AI

   AI extracts the transcript into the structured fields defined by the note type's template, ready to review and save as a case note.

Templates

Templates define the structured fields AI extracts into when you use Voice Note. KelpCare ships with system default templates you can't edit, and you can add your own on top.

To build your own:

1. Click Create

   From the Templates panel, name your template and click Create.

2. Set visibility

   Only Me keeps it private; Organization makes it available to your whole team.

   

3. Define structure fields

   Each field has a name, a description (used as extraction guidance — e.g. "What level of pain did they report?"), and a Req checkbox marking it required. Use + Add Field for more.

4. Save the template

   It becomes available as a Note Type option the next time you use Voice Note.

AI Summary

Generates a rolled-up summary across your case notes — useful ahead of a plan review or handover, instead of reading every note individually.

Section	What it covers
Executive Summary	A short overview of the period covered.
Key Observations	Notable points pulled from the notes.
Care Activities	What support was actually delivered.
Progress Notes	How things are trending over time.
Action Items	Anything flagged as needing follow-up.
Patterns & Trends	Recurring themes across multiple notes.
Summary Metadata	Details about the summary itself — e.g. how many notes it drew from.

Show Chart

Visualises how many case notes were logged over time, broken down by employee.

Chatbot

Chat with an AI assistant scoped to your case notes — ask questions in plain language instead of scrolling through the list yourself.

Use the Employees in Chart legend at the bottom to see which staff members are included — helpful for spotting who's logging notes regularly and who might need a nudge.