Notes, documents and medical notes
Three different kinds of record on a member's profile — team notes, uploaded files, and medical information only admins can read.
Three tabs that look similar and are not.
Notes — what the team should know
Free text for your staff, timestamped and attributed. "Prefers the back row." "Paid the balance in cash, receipt in the drawer."
- Pin the ones that should be read first — a pinned note stays at the top of the list.
- Edit and delete are available, and both are recorded in the member's History.
- 2,000 characters each, with a live character count.
Notes are visible to any staff member who can open the profile. Write them as if the member might one day read them, because a note is a record, not a private thought.
Documents — the paperwork
Drag a file in, or click to choose: PDF, PNG, JPG, WebP, DOCX, up to 10 MB each. Health questionnaires, signed contracts, ID, a doctor's clearance letter.
Each row shows the size, who uploaded it and when, with download and delete. Owelz checks that the file really is what its extension claims — a .pdf that is not a PDF is refused rather than stored.
Medical notes — admin-only
A separate, single block of text on the profile, labelled Visible to admins only, collapsed by default:
Conditions, injuries, allergies — what an instructor must know.
It records when it was last updated and by whom. Keep it short and operational. Anything with a timeline — a specific injury, its restriction and when they expect to be back — belongs in Injuries, which instructors actually see before class.
Photos
A member's photo is uploaded and cropped on the profile. It shows at the desk and on the printed member card, which makes check-in at a busy studio meaningfully faster. JPEG, PNG or WebP up to 2 MB.
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The record instructors read before class: injuries →