Hand over the day

go flow has no shift log. A handover is built from what go flow already records — the day's bookings, payment states, no-shows and sent messages — plus notes and tags you leave on the money records that still need attention. This page shows how to close a shift so that the next colleague can tell what is finished from what is still open, and what that colleague opens first.

What go flow records and what it does not

You want to hand over	Where it is in go flow	Limit
The day's programme, booked and free places	Scheduler, Day or Agenda view	—
Who did not attend	Mark no-show on the participant, once the session has started	Cannot be undone.
Who arrived	Not recorded	go flow has no check-in or arrival record.
What was actually delivered, for example a session cut short	Not recorded	Once a session has started, its settings can no longer be changed and it can no longer be cancelled. Write what happened in a note on a related order, payment or wallet entry, for example the wallet credit you give for it.
Who has paid	The payment state on each participant in the Agenda and the participant list	Shown only with the Payments module on.
An open question about money	A note and tags on the order, payment or wallet entry	Vouchers keep tags only, see below.
Messages already sent	The Emails page	Sent does not prove delivery.
A lasting fact about a client	A client field your organisation sets up for it	No free notes or tags on clients.
A shift summary, tasks for a colleague	Not available	Use your team's own channel.

Before you start

• The Scheduler needs access to the resources you work with; Journal, Emails and the Finance pages need View access to Clients. The Finance pages appear only while their modules (Payments, Orders, Wallets, Vouchers) are switched on.
• To save notes and tags on the Finance pages you need Manage access to Clients or to Configuration & settings, or the Billing contact role. On the Journal page you need Manage access to Clients; without it, the panel is read-only. See User details.

1. Review the day's programme

1. Open the Scheduler and choose Day or Agenda from the View menu. The Agenda lists each session and appointment with its participants.
2. In the Agenda, use Fields to add the client details you need to the participant rows, for example the mobile number.
3. With the Payments module on, each active participant shows a payment state: Paid with the method (for example "Paid · Cash"), Unpaid, Unpaid · at the desk (the client chose to pay at the desk) or Waived. Settle an unpaid participant with Take payment on the row, or note why it stays open (step 2 below).
4. Once a session has started, Mark no-show on a participant records that they did not come. It cannot be undone, and depending on the resource's email settings the client receives a no-show email at the end of the day.
5. Set status display decides which participant statuses the calendar and the Agenda list. Tick No show to see the no-shows of the day. With waitlists in use, Waitlisted only narrows the view to sessions with someone waiting.
6. Print prints the view as it is on screen, for example the Agenda with its participant rows. Allow pop-ups for go flow if nothing opens.

A booked place, a completed registration and a person at the door are three different facts; go flow knows only the first two. See Session participants.

2. Leave open questions on the money records

Notes and tags belong to the record the question is about:

Record	Page	Typical open question
Order	Finance > Orders	An unpaid desk order the client will settle on their next visit
Payment	Finance > Payments	A card payment the client says failed or went through twice
Wallet entry	Finance > Wallets	A goodwill credit you gave that the owner should confirm
Voucher	Finance > Vouchers	A voucher the client says they never received (tags only)

The same order, payment, wallet and voucher rows also appear in the main Journal.

1. Open the page and find the row. The search covers all months — search by client name, order reference or voucher code.
2. Expand the row with the chevron at its end; on Orders, Payments, Wallets and Vouchers a double-click does the same.
3. Add a tag in the tag field, for example open.
4. Type the note in Add note and press Enter or click the plus button. Add as many notes as you need.
5. Click Save in the expanded panel. Each note is stored with the date, the time and your name.

Write what happened, what is still to do, who does it and by when. Begin the note with a word your team agrees on, so it can be found again — for example:

OPEN – Lena Graf pays the CHF 30 at her next visit on Thursday. Tom settles the order then.

When it is done, add a second note rather than changing the first:

DONE – paid in cash on Thursday, order settled.

• Notes cannot be edited or deleted. Tags can be removed: remove open once the matter is settled.
• A note changes nothing else: it does not settle an order, refund a payment or move credit.
• Voucher notes are not kept (temporary). The voucher panel accepts a note, but go flow does not store it — after a reload it is gone. On a voucher, use a tag, and write the note on the related order or payment.
• Notes, tags and client field answers belong to the client's data: they are included when you use Export client data for that client. Write facts, not opinions.

If a saved note is missing after you reload the page, it was not stored: go flow shows no error when your rights do not allow saving notes. Ask for one of the rights listed under Before you start.

3. Check the messages already sent

On the Emails page, the month view lists every message sent to your clients, newest first.

• Type says which message it was, for example Ad-hoc email for a message written in the dashboard.
• Sent by shows the colleague whose action created the message; messages go flow sends on its own show your organisation's name.
• Search by client name, email address or subject. The search covers all months.
• Sent means go flow handed the email over for delivery, not that it was read.

A message written with Message clients is not attached to the session. Name the session and date in its subject so that the next colleague finds it here.

4. Keep lasting facts about a client

go flow has no free notes or tags on a client, a session, an appointment or a participant; the client's Journal tab is read-only. For facts that must outlive a shift, such as an injury, a preference or a billing arrangement, an administrator with Manage access to Configuration & settings can add a client field once:

1. Open Configurations > Templates, tab Fields, choose Client at the top and add a field (+) of type textarea, for example with the heading "Staff notes".
2. Leave Self managed, Show in profile and Required unticked, and do not add the field to any checkout. go flow then never shows it to the client on the booking site.
3. Tick Sensitive if it will hold health information.

The field then appears in every client record, where staff with Manage access to Clients fill it in, and it can be chosen under Fields in the Agenda. A field holds one current text: unlike a note, it does not record who wrote what and when. See Template fields.

5. Take over: what the next colleague opens first

1. Scheduler > Agenda for today: the programme, free places, payment states and waitlists.
2. Finance > Orders, Payments and Wallets: the current month lists every row changed this month, including rows that received a note today. The tag and note icons at the end of a row show where to look; or search for the agreed word, for example OPEN.
3. Journal: the month's client activity, with tag and note icons on the money rows.
4. Emails: what was already sent today and by whom.
5. Your team's own channel for anything go flow does not record.

A row is finished when its last note says so and the open tag is gone. A client who attended has not necessarily paid: check the payment state, not the attendance.

What go flow does not have

• No shift log, handover record or confirmation that a colleague has read the handover.
• No notes or tags on clients, sessions, appointments or participants.
• No arrival or check-in record; only Mark no-show after the start.
• No tasks or reminders: a note that names a colleague does not notify them.
• No voucher notes, for now — use a tag on the voucher and a note on the order or payment.

Related pages

Review orders and payments · Orders · Payments · Wallets · Vouchers · Journal · Client details