---
title: Updating Session Note Templates
description: how to update session note templates for existing sessions
---
[Skip to content](https://help.hirasmus.com/knowledge/updating-session-note-templates#main-content)
English
Show submenu for translations
[Request Support](https://help.hirasmus.com/knowledge/kb-tickets/new?hsLang=en) [Customer portal](https://help.hirasmus.com/helpdesk?hsLang=en)
Open main navigation
Close main navigation
- English
Show submenu for translations
- [Request Support](https://help.hirasmus.com/knowledge/kb-tickets/new)
- [Customer portal](https://help.hirasmus.com/helpdesk)
- hirasmus.com
hirasmus.com
Hi! How can we help you?
- There are no suggestions because the search field is empty.
1. [Hi Rasmus Help Center](https://help.hirasmus.com/knowledge?hsLang=en)
2. [Templates](https://help.hirasmus.com/knowledge/templates?hsLang=en)
3. [Session Notes](https://help.hirasmus.com/knowledge/templates?hsLang=en#session-notes)
October 28, 2026
# Updating Session Note Templates
## This article walks through options and considerations for changing session note templates
Warning: Please read through all options and considerations carefully to avoid potential data loss
### In this article:
- [Overview](https://help.hirasmus.com/knowledge/updating-session-note-templates#overview)
- [How note templates work - key things to know](https://help.hirasmus.com/knowledge/updating-session-note-templates#key)
- [Option 1: Creating a new template](https://help.hirasmus.com/knowledge/updating-session-note-templates#Option1)
- [Option 2: Update the current template](https://help.hirasmus.com/knowledge/updating-session-note-templates#Option2)
- [Reopening a completed note saf](https://help.hirasmus.com/knowledge/updating-session-note-templates#reopening)ely
- [FAQ](https://help.hirasmus.com/knowledge/updating-session-note-templates#faq)
### Overview
⚠️ If you change a session note template, completed notes can lose data when they are reopened. Plan your change before you edit anything.
Many organizations may need to update or rebuild their session note templates as billing codes or funding requirements change. This article explains how templates behave, the options you have, and the risks to check before you start.
### How note templates work - key things to know
**Prototype vs. client sessions.** The note template on a prototype is the default for new setups. Changing the note template on a prototype **does not update** the sessions on existing clients. To roll a new template out to existing clients, you have to update each client's session one by one
**Reopening completed notes.** When you reopen a completed session note for editing, it uses the template attached to the session right now. If you edited that template after the note was completed, the note picks up those edits:
- New fields are added.
- Deleted or changed fields can override or remove what was originally documented.
- The AI session summary may regenerate.
**Custom Fields in note templates.** When you create a custom field on a note template, you choose whether to save it to the field library for reuse. Different options are available to you if you have saved a field to the field library or not.
- A field that was not saved to the library cannot be saved to it later.
- Only library fields carry their data over when you switch a note to a different template, including a copy of the same template.
**How to tell which fields are saved to the library.** Open the note template and click **Dynamic fields** in the toolbar. Look for two things: the pencil icon and where the field sits in the list.
- **Not saved to the field library:** custom fields with a pencil icon listed at the very top, above the first divider line (for example Interventions, Present at Session, Setting events).
- **The divider line:** the first line in the list. Everything above it is a one-off custom field. Everything below it is grouped into sections like Session, Appointment and User.
- **Built-in system fields:** fields inside a section with no pencil icon (for example User Email, User Name). These are standard fields, not custom ones.
- **Saved to the field library:** custom fields with a pencil icon inside a section below the divider (for example Arrived on time, Attestation, Clinician NPI).
**Quick rule:** a pencil above the line means not saved. A pencil inside a section below the line means saved to the library.
### Option 1: Creating a new template
Best for smaller organizations with a manageable number of clients.
- Create your new note template.
- Update the note template on your prototype so new setups use it.
- Update the note template on each existing client's sessions (on their home page). You can do this by editing the session and re-selecting the updated prototype from the drop down list.
**Watch out for:**
- This is manual and takes longer the more clients you have. For large organizations it may not be practical.
- Changing a client's template **does not protect older completed notes**. If one of those notes is reopened, it will use the new template and may lose content. Follow [Reopening a completed note safely](https://help.hirasmus.com/knowledge/updating-session-note-templates#reopening-a-completed-note-safely) or use Option 2.
⚠️ Any changes to a prototype must also be manually changed for each client. Changes to prototypes do not update existing sessions
### Option 2: Update the current template
Changing a template is possible, with some important caveats. It only works fully if **every** custom field on the template is saved to the field library (see above for full explination).
- Make a copy of the current note template.
- Rename the copy so it is clearly the old version, for example "Archive as of 10/23".
- Make your changes to the original template - the one still attached to the prototype. Clients and new sessions keep using it.
- When someone needs to reopen a note completed before the change date, they switch that note to the archive template before editing.
**Watch out for:**
- **Fields not saved to the field library lose their data.** When a note is switched to the archive copy, only library fields keep their content. Fields above the dividing line come back empty. They cannot be added to the library after the fact.
- **The AI session summary may regenerate** when the note is reopened.
- **Staff must pick the archive template every time.** If they reopen an older note and keep the current template, your changes apply to it and can overwrite what was documented.
- **Save a PDF first anyway.** If any fields on the template are not in the library, download a PDF of the note before reopening it.
### Reopening a completed note safely
After any template change, follow these steps before reopening a note completed under the old template.
- **Download and save a PDF** of the completed note. This is your record if anything is overwritten.
- **Reopen the activity for editing.**
- **Check which template is attached.** If you kept an archive copy (Option 2), switch the note to the archive template.
- **Compare the note to your PDF** before saving. Look for empty fields, removed content, and a changed session summary. If all fields were save to the library, these fields will persist.
- **Re-enter anything missing** from the PDF, then save.
### FAQ
**How do I tell if a field is saved to the field library?** Open the note template and click Dynamic fields. Custom fields with a pencil icon above the first divider line are not saved to the library. Custom fields with a pencil icon inside a section below the line are. See the annotated screenshot above.
**Can I move an existing field into the field library?** No. A field that wasn't saved to the library when it was created can't be added later.
**If I update the prototype, do my clients get the new template?** No. Each existing client's template has to be updated separately.
**Do I need to do anything if I never reopen old notes?** Completed notes that stay closed are not affected. The risk comes from reopening them after a template change.
- [Getting Started](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#main-content)
- [Quickstart Guide](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#quickstart-guide)
- [Hi Rasmus 101: Using Hi Rasmus as a Behavior Technician](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-101-using-hi-rasmus-as-a-behavior-technician)
- [Hi Rasmus 201: Hi Rasmus Guide for BCBAs / Behavior Analysts](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-201-hi-rasmus-guide-for-bcbas-behavior-analysts)
- [Hi Rasmus 101: Using Hi Rasmus in a Multi-Disciplinary Setting](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-101-using-hi-rasmus-in-a-multi-disciplinary-setting)
- [Managing Clients & Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#main-content)
- [Managing Clients](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-clients)
- [Managing Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-users)
- [Client \<\> User Access](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#client-user-access)
- [User Privileges](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#user-privileges)
- [Multi-factor Authentication (MFA)](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#multi-factor-authentication-mfa)
- [Single Sign On](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#single-sign-on)
- [Staff Licenses](https://help.hirasmus.com/knowledge/staff-licenses?hsLang=en)
- [Creating Programs](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#main-content)
- [Your Program Library](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#your-program-library)
- [Program Setup: Prompt Levels and Workflows](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#program-setup-prompt-levels-and-workflows)
- [Program Setup: Program Building Blocks](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#program-setup-program-building-blocks)
- [Creating Programs by Type](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#creating-programs-by-type)
- [Specific Program Capabilities](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#specific-program-capabilities)
- [Featured Programs and Library Catalog](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#featured-programs-and-library-catalog)
- [Client Progress](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#main-content)
- [Reviewing Client Data](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#reviewing-client-data)
- [Program Modifications](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#program-modifications)
- [Client Progress Reports](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#client-progress-reports)
- [Assessment Results](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#assessment-results)
- [Exporting Data](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#exporting-data)
- [Operational Tools, Reporting and Auditing](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#main-content)
- [Single Client Reporting / Auditing](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#single-client-reporting-auditing)
- [Cross Client Reporting / Auditing (Premium)](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#cross-client-reporting-auditing-premium)
- [Activity Time Change Requests](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#activity-time-change-requests)
- [Sessions](https://help.hirasmus.com/knowledge/sessions?hsLang=en#main-content)
- [Setting Up a Client Session](https://help.hirasmus.com/knowledge/sessions?hsLang=en#setting-up-a-client-session)
- [Running a Client Session](https://help.hirasmus.com/knowledge/sessions?hsLang=en#running-a-client-session)
- [Completing Session Notes](https://help.hirasmus.com/knowledge/sessions?hsLang=en#completing-session-notes)
- [Group Sessions](https://help.hirasmus.com/knowledge/sessions?hsLang=en#group-sessions)
- [Reviewing and Editing Sessions / Activities](https://help.hirasmus.com/knowledge/sessions?hsLang=en#reviewing-and-editing-sessions-activities)
- [Supervision Mode](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#main-content)
- [Supervision Criteria](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervision-criteria)
- [Supervising Live Sessions](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervising-live-sessions)
- [Supervision Session Notes](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervision-session-notes)
- [Templates](https://help.hirasmus.com/knowledge/templates?hsLang=en#main-content)
- [Session Notes](https://help.hirasmus.com/knowledge/templates?hsLang=en#session-notes)
- [Forms](https://help.hirasmus.com/knowledge/templates?hsLang=en#forms)
- [Treatment Plans and Progress Reports](https://help.hirasmus.com/knowledge/templates?hsLang=en#treatment-plans-and-progress-reports)
- [Activity Types](https://help.hirasmus.com/knowledge/templates?hsLang=en#activity-types)
- [Integrations](https://help.hirasmus.com/knowledge/integrations?hsLang=en#main-content)
- [Aloha ABA Integration](https://help.hirasmus.com/knowledge/integrations?hsLang=en#aloha-aba-integration)
- [Aloha Integration: FAQ And Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#aloha-integration-faq-and-troubleshooting)
- [Lumary Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-overview)
- [Lumary Integration: Set Up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-set-up)
- [Lumary Integration: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-running-and-reviewing-sessions)
- [Lumary Integration: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-faq-and-troubleshooting)
- [Boost Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-overview)
- [Boost Integration: Set Up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-set-up)
- [Boost Integration: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-running-and-reviewing-sessions)
- [Boost Integration: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-faq-and-troubleshooting)
- [Camber Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-integration-overview)
- [Camber Integration: Set up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-integration-set-up)
- [Camber: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-running-and-reviewing-sessions)
- [Camber: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-faq-and-troubleshooting)
- [TherapyPM](https://help.hirasmus.com/knowledge/integrations?hsLang=en#therapypm)
- [Offline Mode](https://help.hirasmus.com/knowledge/offline-mode?hsLang=en)
- [Parents](https://help.hirasmus.com/knowledge/parents?hsLang=en)
- [RBT Training](https://help.hirasmus.com/knowledge/rbt-training?hsLang=en)
- [Outcomes](https://help.hirasmus.com/knowledge/outcomes?hsLang=en#main-content)
- [Data Accessibility](https://help.hirasmus.com/knowledge/outcomes?hsLang=en#data-accessibility)
- [AI](https://help.hirasmus.com/knowledge/ai?hsLang=en#main-content)
- [AI Note Auditor](https://help.hirasmus.com/knowledge/ai?hsLang=en#ai-note-auditor)
- [Scheduling](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#main-content)
- [🏁 Scheduling: Getting Started](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-getting-started)
- [🛠️ Scheduling: Set Up](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#%EF%B8%8F-scheduling-set-up)
- [⚙️ Scheduling: Calendar Views and Settings](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#%EF%B8%8F-scheduling-calendar-views-and-settings)
- [📆 Scheduling: Creating and Updating Appointments and Events](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-creating-and-updating-appointments-and-events)
- [✅ Scheduling: Completing Scheduled Appointments](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-completing-scheduled-appointments)
- [📈 Scheduling: Appointments Reporting](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-appointments-reporting)
- [Frequently Asked Questions](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#main-content)
- [Subscription and Invoices](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#subscription-and-invoices)
- [Device and App Info](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#device-and-app-info)
- [Recovering Deleted Items](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#recovering-deleted-items)
- [Settings](https://help.hirasmus.com/knowledge/settings?hsLang=en)
- [New and Coming Soon!](https://help.hirasmus.com/knowledge/new-and-coming-soon?hsLang=en#main-content)
- [Coming Soon](https://help.hirasmus.com/knowledge/new-and-coming-soon?hsLang=en#coming-soon)
[](https://hirasmus.com)
Help Center
Copyright © 2026, Hi Rasmus Inc.