File management on Bookem

Files let you upload and store files directly onto the client profile without attaching them to a document or form. You can upload files to a client profile or to a specific booking, then tag them so the right document is easy to find later.

Where files are stored

Every client has a Files tab in their client profile. Files are shown in two groups:

• Profile files are uploaded directly to the client profile and appear at the top of the list. Use these for documents that relate to the client in general, such as referral letters, consent forms or lab results.
• Files from bookings are uploaded to a specific booking. Use these for documents linked to one appointment, such as session notes, photos or a report written after the consultation.

Files from bookings are listed under Files from bookings at the bottom of the client's Files tab. Click the arrow next to Files from bookings to show or hide them.

Each file shows its name, the date and time it was created, who uploaded it, its file size and any tags added to it.

Upload a file to a client profile

1. Open the client's profile
2. Navigate to the Files tab
   
3. Click Upload files
4. Choose the file or files you want to upload

Upload a file to a booking

1. Click the booking in the calendar to open the booking modal
2. Click the Files tab
   
3. Click Upload files
4. Choose the file or files you want to upload

Tip: Upload to the booking when a document belongs to one appointment. This keeps it linked to that session and still visible in the client profile.

Add tags to a file

Tags describe what a file is, such as Letter, Note, Report, Results or Script. You can add one tag or several tags to the same file. Tags appear under the file name in the file list.

To add or change tags:

1. Go to the Files tab in the client profile or the booking
2. Click the vertical ellipses next to the file
3. Select Edit tags
   
4. Click the tag field and choose a tag from the list or create a new tag
   
5. Click Save tags

Note: Tags apply everywhere the file is attached. If you tag a file in a booking, the same tags show in the client profile.

Filter files by tag

Filters show only the files you need. You can include tags to show files with those tags, or exclude tags to hide them.

1. In the client profile, go to the client's Files tab
2. Click the filter icon next to Upload files
3. Under Include tags, choose the tags you want to show
4. Under Exclude tags, choose the tags you want to hide
   
5. Click Apply

To remove the filter and show all files again, click the filter icon and click Clear.

Tip: Use Exclude tags to hide documents you rarely need, such as headers or scripts, while you work through a client's notes and results.

💡 Pro-tip:

Click the vertical ellipses to download, rename or remove the file.

Learn more

• Saving a scanned document, image, voice note or video to Bookem documents
• How to allow clients to upload files to Bookem
• All about documents
• Adding a file to a document