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Phrases

Set up reusable phrases to simplify notes and align staff communication.

Jozlyn Miller avatar
Written by Jozlyn Miller
Updated today

Overview

Retyping the same treatment notes or text messages over and over isn’t the best use of your staff’s time. With Phrases, staff can use shortcuts to quickly insert pre-written text into any form, chart, or message.

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.

Phrases in Messages are still being gradually rolled out to all Messages users.

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.

If you use Messages, you’ll also have the option to add common text starter phrases.

Once added, those phrases can be customized your business’ unique preferences.

To create a phrase from scratch:

  1. Select +New phrase.

  2. Phrase: Name the shortcut phrase you’d like staff to type (Max of 30 characters)

  3. Text: Insert the text you’d like to auto-replace the phrase (max of 1000 characters)

  4. Usage area: Select Forms & Charts, Messages or both

  5. Locations: If you’re a multi-location business, you can specify which locations are allowed to utilize the phrase, including future locations.

  6. Click Create Phrase

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

In forms and charts, staff can insert phrases into long text fields. Staff can also utilize phrases to text clients in the Messages tab.

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 to review the full list of phrases.

Permissions

In Forms & Charts, any staff member with the "Advanced Forms" permission can utilize phrases.

In Messages, any staff member with the “Send Messages” permission can utilize phrases.

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