Pending Notes
Review and approve notes before they go into client records
Every note generated in Serene starts in a pending state. Pending means the note exists but hasn't been approved — it won't appear in a client's record until you review it, assign it to a client, and mark it as approved.
This gives you a chance to verify AI-generated content, fix errors, and add your own clinical insights before anything becomes permanent.
Where to Find Pending Notes
Your pending notes are visible in two places:
- Dashboard — the Priority Center shows a count of notes awaiting review
- Notes section — from the sidebar, open the full pending notes view
The notes view shows cards in a scrollable layout. You can filter by:
| Filter | What it shows |
|---|---|
| All | Every pending note |
| Read / Unread | Notes you've opened vs ones you haven't |
| Assigned / Unassigned | Notes with a client email vs ones that still need assignment |
The Review Workflow
1. Open the note
Click on any pending note to open the full editor. You'll see the summary, topics, structured note (SOAP/BIRP/Unstructured), session analytics (if from a recording), and more.
New notes are marked as unread until you open them for the first time.
2. Review and edit
While a note is pending, you can edit everything:
- Summary — rewrite or refine the session overview
- Topics — add, edit, or remove session topics
- Note sections — modify any SOAP/BIRP field, or edit the unstructured text
- Client Summary — write an optional client-facing progress note
- Retrospection — add private reflections (never shared with the client)
- Session date/time — correct if the timestamp is wrong
- Note format — switch between SOAP, BIRP, and Unstructured at any time
3. Assign to a client
Before you can approve, the note must be assigned to a client. Click the edit icon next to the client email field and either:
- Search for an existing client by name or email
- Enter an email directly — if it doesn't match an existing client, a new record is created automatically
The email address is how Serene links notes to client records. Double-check it before approving — once approved, the note is permanently associated with that client.
4. Approve
Check the Approved checkbox at the top of the note. The note is immediately:
- Moved out of the pending queue
- Added to the client's permanent session history
- Locked from editing (all sections become read-only)
- Reflected in analytics and treatment tracking
Editing After Approval
If you need to make changes to an approved note:
- Uncheck the Approved checkbox — the note reverts to pending status
- All editing is restored
- The note is temporarily removed from the client's record until you re-approve
This ensures incomplete edits never appear in clinical documentation.
Bulk Actions
You can select multiple notes at once to:
- Delete — permanently remove selected notes
- Mark as unread — reset the read status
Team Access
If you share notes through a team:
- Team owners and admins — can view and edit notes
- Team viewers — can view notes but cannot edit or change approval status
Tips
- Review notes within 24 hours while the session is fresh
- Keep your pending count manageable — a warning appears if you accumulate more than 30
- Mark important notes with the star icon to find them quickly later