Recording the materials you used (traceability)

• Where the record lives

  Every booking you can manage has a third tab on its detail page, next to Management and Request Details, called Post-Session. It only shows for the practitioner and the host studio — there is no version of it on the client's side. Open a booking and tap Post-Session to see the record(s).

  What you see depends on the booking type. On a project-based booking (tattoo, body mod) you get one record card per session — each session of a long project has its own materials, so each gets its own card with its own Edit button. On a time-based booking (piercer, PMU, laser) you get a single record card for the appointment.

• What goes in a record

  Every record, whatever your discipline, can hold:

  • Client identity — a single optional text field, pre-filled with the client's real name (their first and last name from their account, or the name you typed on a manual booking; it falls back to their @username only if no name is on file). You can edit it — for example to add a second identifier. It stays in your private record only: it's never shown to the client and never appears anywhere else in the app.
  • Notes — free text, the same notes box you already use when completing.
  • Photos — any number of general photos (a shot of the needle box, the ink labels, etc.), plus an optional photo on each individual row.
  • The structured rows — these change depending on what you do (see the two tabs below).

  A subtle, non-blocking amber Expired tag appears next to any expiry date that's already in the past. It never stops you saving — you might be writing the record up after the fact — it's just a heads-up.

• Filling it while you complete the appointment

  You don't have to go to the Post-Session tab to record materials. When you mark an appointment complete, the completion popup now has a collapsible Materials used (traceability) section sitting above the Notes box. Tap it open, fill in what you used, and it saves together with the completion. Leave it closed and completion works exactly as before — filling it is always optional. This works the same way for time-based completions, which now go through the same popup.

• Editing it afterwards — including after the booking is finished

  The record is never locked. You can fill or edit it:

  • before the appointment is completed (on a confirmed booking),
  • during completion (the optional section described above), and
  • any time after — open the finished booking from Review and the same Post-Session tab is there.

  This matters because the legal retention period runs for years after the appointment. The record stays editable for as long as the booking exists.

Step by step

1. 1

   Open the Post-Session tab

   Open the booking from Bookings → Requests (or from Review once it's finished) and tap the Post-Session tab. On a multi-session tattoo or body-mod project, you'll see one card per session; tap Edit on the session you want to record. On a piercing, PMU, or laser booking, there's a single card — tap Edit.

2. 2

   Confirm the client identity

   The Client identity field at the top is pre-filled with the client's real name (their account first/last name, or the name on a manual booking; their @username only as a fallback). Adjust it if you need to (for example, to add a second identifier). This is part of your private record and isn't shown to the client.

3. 3

   Add a row for each product used

   Tap Add product for each item that touched the skin — inks/pigments, needles/cartridges, jewellery, other consumables. For each row, pick the category, then record the brand, the product/reference, the lot number, and the expiry (a month picker, not free text). For inks and pigments you also get an opened date (the day you opened the bottle). You can attach a label photo to any row. Lot number and expiry are the fields the law really cares about, so don't skip those.

4. 4

   Reuse last session's items on a long project

   On a project-based booking, when you open the editor for any session after the first, a Reuse from last session button appears near the top. Tap it to copy the previous session's rows into this one — brands, products, lot numbers, expiry and opened dates (or the parameter rows and the same machine, for laser). Photos are never copied — each session's photos are new. Everything stays editable, so change whatever differs (a new lot number, a fresh expiry) before you save. Nothing is saved until you tap Save. If the current record already has rows, it asks before replacing them.

5. 5

   Save — or let completion save it

   Tap Save record in the editor, and you're done. Or, if you're recording at the same time as finishing the appointment, open the Materials used (traceability) section inside the completion popup, fill it there, and it saves when you tap Mark as Completed — one step. Either way, the record is private to you and the host studio.

Frequently asked questions

Does the client ever see this record?

No. The Post-Session tab and everything in it — products, lot numbers, photos, client identity, laser settings — is private to the practitioner and the host studio. There is no client-facing version of it, and the booking's client view doesn't include the tab at all.

Do I have to fill this in to mark an appointment complete?

No. It's always optional. The completion flow works exactly as before if you leave the Materials used section closed — see Marking a booking as completed. The traceability record is there for when you need it (and when the law needs it), not as a gate on completion.

I forgot to record materials at the appointment. Can I still add them later?

Yes. The record is never locked. Open the finished booking from Review, go to the Post-Session tab, and edit. An expiry date that's already passed will show a small amber Expired tag, but it won't stop you saving — that's expected when you're writing things up after the fact.

I'm a laser practitioner. Where do the machine model and serial come from?

From your Laser Devices card. Save each machine there once (model, serial, wavelengths, and so on) and mark one as your default; in the record, your default machine is pre-selected and its model and serial fill in automatically. Switch to any other saved machine and they re-fill. You don't retype them every session.

I do the same inks and needles every session of a long tattoo. Do I retype them each time?

No — use Reuse from last session. It copies the previous session's rows into the current one (without photos), and you just adjust anything that changed before saving. It's a client-side convenience; nothing is saved until you tap Save.

As a studio, can I edit a record on my team practitioner's booking?

Yes. The host studio has the same access as the practitioner to the Post-Session tab — both can view and edit the record. It stays hidden from the client either way.