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Starting and Completing Sessions

Starting and Completing Sessions

Learn the workflow for beginning tattoo sessions, tracking time, and properly completing appointments.



Overview


Session management in Apprentice tracks your active tattoo work, records time spent, and triggers important client notifications. Properly starting and completing sessions ensures accurate records, smooth client communication, and helpful analytics for your business.



Step-by-Step Guide


Step 1: Prepare to Start a Session


Before clicking "Start Session":


  1. Verify the client has arrived and is checked in (card appears in Arrived lane)
  2. Review the project details:
  • Look at design references
  • Read any special notes
  • Check if consent forms are signed
  1. Prepare your station:
  • Set up equipment
  • Lay out needed supplies
  • Apply stencil (if applicable)
  1. Brief the client:
  • Explain what you'll do in this session
  • Remind them about breaks
  • Answer any last questions


Step 2: Start the Session


To officially begin:


  1. Open your Today Console (Dashboard > My Work > Today)
  2. Find the client's card in the Arrived lane
  3. Click the Start Session button
  4. The card moves to the In Session lane
  5. Timer starts automatically


What happens when you start:

  • ✅ Session timestamp recorded
  • ✅ Client receives "Session started" notification (if enabled)
  • ✅ Your status changes to "In Session" (visible to shop staff)
  • ✅ Front desk knows not to interrupt you
  • ✅ Timer begins for session duration tracking


Session Card Shows:

  • Client name and photo
  • Project name
  • Start time (e.g., "Started at 2:15 PM")
  • Elapsed time (updates live every minute)
  • Complete Session button


Step 3: During the Session


Focus on your work—the system runs in the background.


Session Status Indicators:


Green Badge: "On Time"

  • Session duration is within estimated time
  • No issues detected


Yellow Badge: "Running Long"

  • Session has exceeded estimated duration by 25%+
  • Heads-up to check if you need to adjust


Red Badge: "Over Time"

  • Session has doubled the estimated duration
  • Consider if you need to break into multiple sessions


Taking Breaks:

  • You don't need to pause the timer for quick breaks (bathroom, water)
  • For lunch breaks longer than 15 minutes:
  1. Click Pause Session (optional feature)
  2. Timer stops
  3. Click Resume Session when ready


Handling Interruptions:

  • If you need to step away briefly, session continues
  • Front desk can see you're in session and won't assign new walk-ins
  • Minimize interruptions for the best client experience


Step 4: Complete the Session


When you finish the tattoo work:


  1. Click Complete Session on the card
  2. A completion form appears with several fields:


Session Notes (Optional but Recommended):

  • What you completed: "Finished outline of left forearm sleeve"
  • How the client did: "Great pain tolerance, no breaks needed"
  • Next steps: "Ready for shading session in 4-6 weeks"
  • Any issues: "Minor bleeding on wrist area, otherwise smooth"


Actual Duration:

  • Auto-filled based on start time
  • You can adjust if needed (e.g., if you forgot to start timer immediately)


Mark as Milestone (Optional):

  • First session
  • Final session
  • Major progress checkpoint


Aftercare Instructions:

  • ✅ Send standard aftercare - Automatically sends your templated aftercare guide
  • ✅ Include custom notes - Add session-specific instructions


  1. Click Complete
  2. The card moves to Completed lane


Step 5: Post-Session Actions


Automatic Actions (triggered by completion):

  • ✅ Client receives "Session completed" notification
  • ✅ Aftercare instructions sent (if enabled)
  • ✅ Session duration recorded for analytics
  • ✅ Appointment status updated to "completed"
  • ✅ Next appointment reminder scheduled (if multi-session project)


Manual Follow-up Actions:


Take Photos:

  1. Click Add Photos on the completed card
  2. Upload progress or final photos
  3. Photos are attached to the project


Schedule Next Session (if needed):

  1. Click Schedule Follow-up on the completed card
  2. Booking link or calendar opens
  3. Book the next session (e.g., for shading, color, touch-ups)


Request Review:

  1. Click Request Review (for final sessions)
  2. Client receives a request to leave a testimonial
  3. Great for building your portfolio and reputation


Step 6: Handle Session Issues


If Something Goes Wrong:


Client Needs to Leave Early:

  1. Click End Session Early instead of Complete
  2. Mark reason: "Client discomfort," "Time constraint," "Emergency"
  3. Session is marked as "incomplete"
  4. You can reschedule the remaining work


Client Passes Out or Has Medical Issue:

  1. Stop work immediately
  2. Follow emergency protocols (call for help if serious)
  3. Do NOT complete the session in the system yet
  4. Once situation is resolved, mark as "incomplete" or "medical interruption"
  5. Document the incident in session notes


Equipment Failure:

  1. Pause or end session as needed
  2. Mark reason: "Equipment issue"
  3. Reschedule to complete the work
  4. Apologize and consider discounting the rescheduled session


You Made a Mistake:

  1. Assess if it's fixable immediately
  2. If fixable: Fix it, extend session, note in session notes
  3. If not fixable: Be honest with client, discuss options (cover-up, laser, free touchup)
  4. Document in session notes for your records



Tips


Getting Accurate Session Times


  • Start timer right when you begin: Not during stencil application, but when needles touch skin
  • Include breaks in estimates: If client takes multiple breaks, that's part of session time
  • Adjust estimates over time: Use past session data to improve future time estimates
  • Don't round aggressively: If a session took 2 hours 45 minutes, record 2.75 hours, not 3 hours


Writing Great Session Notes


Good Examples:

  • "Completed outline of entire sleeve. Client took one 5-min break. Skin took ink well. Ready for shading in 6 weeks."
  • "First session of blackwork mandala on back. Finished upper section. Client has low pain tolerance—schedule shorter sessions for remaining work."


Bad Examples:

  • "Done." (too vague)
  • "Client was annoying and complained a lot." (unprofessional)
  • "Finished tattoo." (lacks detail for future reference)


What to Include:

  • What was completed in this session
  • How much more work remains (if multi-session)
  • Client's pain tolerance and experience
  • Any skin reactions or issues
  • Recommended healing time before next session


Session Time Best Practices


  • Don't rush completions: Finish the work properly, even if it goes over estimate
  • Charge for extra time: If session goes significantly over, adjust pricing accordingly
  • Track patterns: If you consistently underestimate, increase your default session estimates
  • Account for complexity: Detailed work takes longer—build that into estimates


Improving Session Flow


  • Prepare between clients: Use buffer time to clean and set up for next client
  • Use "Start Next" button: Automatically begins the session for your longest-waiting client
  • Communicate timing: Let clients know "We're about halfway done" or "15 more minutes"
  • Stay hydrated and stretched: Take care of yourself to maintain quality throughout the day



Common Issues


Issue: I forgot to start the session timer

Solution:

  • When you complete the session, manually adjust the actual duration field
  • Estimate how long you actually worked (check appointment start time for reference)
  • Add a note: "Forgot to start timer—actual time approximately X hours"


Issue: Session timer shows wrong time

Solution:

  • Check if you accidentally paused it
  • Look at session start time—does it match when you actually began?
  • Manually correct the duration when completing
  • If timer is consistently broken, report the bug to support


Issue: I need to complete a session but the button is disabled

Solution:

  • Session must be active for at least 1 minute
  • If you just started it by accident, wait 1 minute then complete
  • Check if there are unsaved changes or open forms
  • Try refreshing the page (Cmd/Ctrl + R)
  • Last resort: Complete via Calendar > Appointment Details instead


Issue: Client left but I'm not ready to complete the session yet

Solution:

  • If you're adding photos or notes: Complete the session, then add those afterward
  • If work isn't actually finished: Don't complete it. Mark as "Incomplete" or "Paused"
  • If client needs to approve before finalizing: Complete the session but mark project as "awaiting approval"


Issue: Completed session but need to add more notes

Solution:

  • Click on the completed card in the Completed lane
  • Click Edit Session Notes
  • Add or update your notes
  • Save changes
  • Notes are updated without changing completion time


Issue: I completed the wrong client's session by accident

Solution:

  • Contact support immediately to reverse the completion
  • In the meantime, add a note to the incorrectly completed session: "Completed by mistake—session did not occur"
  • Start the correct client's session
  • Support can reassign completions or delete incorrect records


Updated on: 16/01/2026

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