Clinical Templates
Templates are the documents your practice writes over and over. Instead of starting from scratch every time, you build the structure once and reuse it.
There are two kinds of reuse, and the difference matters:
- Session notes — you open the template and write the note yourself.
- Forms — you send the template to a client, and they fill it in from a link on their phone.
Both live in the same library at Templates in the left sidebar.
Two Types of Templates
My Templates
Templates you create yourself, tailored to your practice. Only visible to you. You can edit, duplicate, or delete them any time.
Global Templates
Ready-made templates provided by AyloCare — 40 per language, in English and Greek. These cover common documentation formats used in clinical practice. You can view them and copy them into your own library to customize.
You cannot edit Global Templates directly. To customize one, duplicate it — it will be saved as one of My Templates and you can then edit it freely.
Template Types
Every template has a type, which says what it is for. You choose it when you create the template.
| Type | What it is |
|---|---|
| Session note | Documentation you write yourself after a session |
| Intake form | Background you collect from a client before you start |
| Consent form | Terms the client reads and signs |
| Worksheet | Something a client completes between sessions |
The type controls how the template is grouped and filtered. It does not, on its own, decide whether a client can be sent it — that is a separate switch.
Sendable Templates
A template can only be sent to a client if Send to clients is turned on in the template editor. Templates with it on carry a Sendable badge in the library.
Turning it on is what turns a template into a form. Everything else — how you send it, what the client sees, where the answers go — is covered in Forms & Intake.
A sendable template needs question fields, not just text. A form with nothing to answer cannot be sent. Add fields from the editor toolbar.
Where to Find Templates
Go to Templates in the left sidebar. You’ll see your full template library.
You can:
- Filter by purpose — All, Intake forms, Consents, Worksheets, or Session notes
- Filter by source — All, My Templates, or Global
- Search for a template by name or description
- Sort by Recent or A–Z
- Click any template to open or edit it
The purpose filter is the quickest way to answer “what can I actually send a client?” — pick Intake forms or Consents and you are looking at forms, not notes.
How Templates Fit Into Your Workflow
For notes you write:
- Create or choose a template that matches a session type (e.g., Initial Assessment, Progress Note, Discharge Summary)
- When writing a note, start from that template — the structure is pre-filled
- Fill in the session-specific details
- Save the note to the client’s record
For forms clients fill in:
- Choose a sendable template — an intake form, a consent, a worksheet
- Send it to one client or several at once
- They complete it from a link, with no account needed
- Read the answers on their record, and copy anything that belongs on file across
A good template saves you 10–15 minutes per session note. A form that a client fills in themselves saves you the typing entirely.