Client Intake and Health Notes for Pilates Studios
Each new client fills an intake form that records injuries, surgeries, pregnancy and goals. The notes sit on her profile and appear on the class list, so the instructor reads them before the session.
What the intake form records
The desk opens the form at the first visit. The client answers, and the answers become part of her profile.
Notes over time
Health notes are not static. A client may report a new strain in the third week. Instructors add dated notes after a session, and the earlier entries stay visible. The history shows how her condition and her programme have changed.
Who can read and edit
Owners, the desk and the instructors taking her class can read the notes. Editing can be limited to the head instructor or the owner. Clients themselves see only their own booking and pack details.
What this page does not cover
The studio chooses the questions on its form and the wording of its consent text. Medical clearance and clinical advice sit with the client’s doctor or physiotherapist. The system stores what the studio collects and does not interpret it.
Frequently asked questions
Can the intake form be filled on a phone?
Yes. A new client can complete it before her first class from a link, and the desk reviews it when she arrives.
Will an instructor see a warning for a pregnant client?
Yes. A flag appears beside her name on the class list, along with the note, so the instructor reads it before the class starts.
Can we use our own consent wording?
Yes. The form text is yours. GullySystem enters it as supplied, and what it must say is for the studio to decide.
Are the notes shared with other studios?
No. Notes stay in the studio’s own records, and the owner decides which staff can open them.
Tell us what you need.
Send a short brief and one of our engineers will come back to you within one business day.
- No obligation
- A reply within one business day
- Your details stay private