---
title: How Chart Records Are Linked to an Appointment (New Client Card)
description: Learn how the New Client Card links allergies, photos, documents and other chart records to today's appointment, and how to change or remove the link.
---

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# How Chart Records Are Linked to an Appointment (New Client Card)

In the New Client Card, the chart records you add for a client, such as allergies, diagnoses, medications, photos, documents, vaccines, patch tests and lab requests, can be tied to the appointment they belong to. When the client has an appointment today, Pabau links the record to it for you, and you can change or remove the link before you save.

**Step 1: Add a Chart Record**

1. On the client's card, add a record as you normally would. For example, click **+** next to **Allergies** on the Summary, use the **Add** button on a chart tab, or pick an item from the **Create** menu.

**Step 2: Check the Appointment Pill**

1. Look at the **Appointment** pill at the top right of the window:
     - **Appointment · auto-linked** with a date and time means Pabau linked today's appointment automatically. Hover it to see **Linked automatically to today's appointment — click to change or remove**.
     - **Appointment** with a date and time means the record is linked to that appointment.
     - **Select Appointment** means the record isn't linked to any appointment.

![The Add Allergy window with the Appointment auto-linked pill marked at the top right](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490750663881-01-allergy-pill.png)

*The record is linked to today's appointment automatically*

How Pabau chooses the appointment:

- It only looks at the client's appointments today, leaving out cancelled ones and no-shows. If there's just one, that's the one.
- If there are several, it prefers the one that matches the record's service, then the one in progress right now, then the one nearest to the current time.
- If you start the record from inside a treatment note, or from somewhere that already knows the appointment, it uses that appointment instead.
- When you edit a record you saved earlier, it keeps the appointment it was saved with and never re-links on its own.

**Step 3: Change or Remove the Link**

1. Click the pill. **Select Appointment** lists the client's appointments, with a tick on the one that's linked. Click a different appointment to link that one instead, or click **No appointment** to leave the record unlinked. Cancelled appointments are marked as cancelled.
2. Finish the record and save it as usual.

![The Select Appointment list with No appointment marked above the client's appointments](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490750663881-02-picker.png)

*Pick a different appointment, or No appointment*

**Step 4: See the Records Linked to a Treatment Note’s Appointment**

Open the client's treatment notes. Under each note, Pabau lists the other records linked to the same appointment, grouped by type: **Allergy**, **Prescription**, **Photo**, **Lab request**, **Vaccine**, **Document** and so on. Up to three of each type are shown, with **+2 more** (or similar) when there are more. Click one to open that record, or click the **+2 more** chip to open that record type's tab.

**TIP:** Linking records to the visit keeps everything from one appointment together, so the whole encounter can be reviewed from its treatment note.

**What's next?**

- [How to Upload a Document (New Client Card)](https://support.pabau.com/en/pabau2/how-to-add-a-document-0?hsLang=en)
- [Clients (New Client Card)](https://support.pabau.com/en/pabau2/clients/clients-0?hsLang=en)

---

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