Placeholders fill in client details, practitioner details and more when a practitioner starts a progress note from a template. This saves practitioners typing the same details into every note.

This guide shows you how to add placeholders to a progress note template, which placeholders are available, and what to check when a placeholder has no data.

Before you begin

You need permission to edit progress note templates. Practitioner admins and practice managers have it by default. The account owner can turn it on for practitioners and receptionists.

How-to

Use placeholders in a progress note template

You can add placeholders anywhere in a progress note template, including inside tables.

The steps below show how to add a placeholder to a progress note template.

Go to Settings > Templates > Progress notes.
Open the template, or click + New template.
Click where you want the placeholder to go.
Type \, or click the {} icon in the sticky toolbar.
Select the placeholder.

When a practitioner loads a progress note that has placeholders, the information will be pre-populated for them.

Any fields that do not have any data to populate will show something like:

[No date of birth specified]; or
[No value]

When using placeholders, practitioners should be mindful of reviewing and editing their progress notes for fields with no data.

Available placeholders

Group	Placeholders
Client	Full name with title Full name Title First name Last name Preferred name Gender identity Pronouns Mobile phone number Home phone number Work phone number Email Full address Full address formatted Address State Timezone Postal code Date of birth Sex Occupation Medicare number NDIS number NDIS plan start date NDIS plan end date Diagnosis Fund management Nominee first name Nominee last name Nominee full name Nominee mobile number Nominee email Referral source Referrer full name Veteran's file number
Custom fields	Any created custom fields
Location	Email Address Full address Full address formatted Provider travel full address
Business	Name Email Website
Practitioner	Full name with title Full name Title Professional title Provider number Email Mobile phone number Home phone number Work phone number
Date	Current long Current shortened
Service	Date Date shortened Start time Start time 24h Start time AM/PM

💡 If your workspace uses form templates with two-way fields, those fields can also be used as placeholders in progress notes. More on form templates →

💡 In New Zealand, ACC placeholders are also available. More on ACC progress note placeholders →

Things to note

Changing a template doesn't change notes that have already been created from it.
ACC claim number, date of accident and diagnosis only fill in for notes linked to an appointment or support activity with an ACC claim.
Email templates have their own placeholders. Progress note placeholders don't work in email templates.
More on email templates →

Troubleshooting and FAQs

Why does my progress note show [No value]?

The placeholder had no data to pull from the client or practitioner record. Add the missing details to the record for future notes, and type the information into this note before you finalise it.

I updated a template. Will my existing notes change?

No. Only the template changes. Notes already created from it, including ones in progress, stay as they are.

Progress Note Template Placeholders