Overview
Documenting services often involves repeating the same notes. With Phrases, staff can use shortcuts to quickly insert pre-written text into any form or chart field.
To use a phrase, type “/” followed by the shortcut, or select it from the dropdown list. This feature works similarly to dot phrasing, text replacement, or autocorrect on mobile devices and other documentation tools.
Phrases are available in both the Dashboard and the Professional App, and once set up, can be used by all staff.
Phrases are managed at the business level and can be created or edited by users with the Manage Phrases permission.
Create phrases
You can create phrases on the fly in Forms & Charts, or you can manage your full list in Manage Business > Phrases.
Create phrases from Manage Business settings
Head to Manage Business > Phrases to begin creating phrases.
If you have the Aesthetics Bundle, the Starter Aesthetic Bundle, Medspa Add-on or Advanced Charting Add-on (legacy), you will see the option to add common medspa phrases as a starting point. Once added, those phrases can be customized your business’ unique preferences.
To create a phrase from scratch:
Select +New phrase.
Phrase: Name the shortcut phrase you’d like staff to type (Max of 30 characters)
Text: Insert the text you’d like to auto-replace the phrase (max of 1000 characters)
Usage area: For now, Forms & Charts are the only place you can use phrases. Soon, they will be available in other areas of the platform.
Locations: If you’re a multi-location business, you can specify which locations are allowed to utilize the phrase, including future locations.
Click Create Phrase
Create phrases on the fly in forms and charts
Staff with the Manage Phrases permission can also create phrases right from where they take notes in forms and charts fields. (Only staff will be able to utilize phrases, clients will not be able to use them when completing forms)
To get started, go to a field and type “/” then any letter, or click the bookmark icon in the upper right corner of the form field.
Select “Create new phrase” and follow the same flow as above.
Reviewing and editing phrases for your business
On the Phrases tab of Manage Business settings, you can filter, review, and edit phrases by their author, locations, and area of usage (more areas of usage coming soon!).
Using phrases
Once created, any staff member can utilize phrases in their notetaking.
To use a phrase, type “/” followed by the shortcut, hit tab when the appropriate phrase is highlighted, or select it from the dropdown list.
You can also use arrow keys on a computer, your mouse, or scroll on your phone or tablet through the list of phrases to select the desired replacement.
If you’re on Dashboard, you can tap the bookmark icon in the top right corner of the form or chart field to review the full list of phrases.
