Section 04 · Timelines
Adding appointments
How to log appointments with professionals in SEN Evidence Vault, record outcomes, and track follow-up actions.
After reading this article you can
- Log a professional appointment with all relevant details
- Record the outcome and any follow-up commitments
- See the appointment appear on the timeline
Appointments with professionals, paediatricians, OTs, SALTs, educational psychologists, the SENCo, are often the moments when the most important decisions are made and commitments are given. Logging them creates a record of what was discussed, what was decided, and what should happen next.
Adding an appointment
Go to Timeline > Appointments
From your child's profile, select Timeline, then switch to the Appointments tab. Select Add appointment.
Enter the appointment details
Fill in:
- Date and time: when the appointment took place
- Professional name: the person you saw
- Organisation: clinic, school, LA, hospital
- Type: assessment, review, consultation, meeting
- Location: address or "video call"
Write the outcome
Describe what happened. What was assessed? What were the conclusions? What did the professional say? Be specific, this record may be used months or years later when exact details matter.
Flag follow-up actions
If the professional committed to something (sending a report, making a referral, updating a plan), toggle Follow-up needed and describe the action expected and by when.
Save
The appointment is saved and appears on the Timeline. Future appointments can be added in advance, add them when they are booked so you have a forward-looking view of what is coming up.
Future vs past appointments
You can add appointments in advance (before they happen) and update the outcome afterwards. Future appointments appear at the top of the upcoming view. When the appointment has passed, open it and add the outcome.
Linking appointments to evidence
If you have an uploaded document related to an appointment (e.g. the assessment report that came out of an OT appointment), you can link them from the appointment record. This makes it easy to navigate from a timeline event directly to the relevant evidence.
Tip
If a professional verbally commits to something during an appointment, "I will send you the report within four weeks", log it in the outcome notes with an exact quote. If the report does not arrive and you need to chase it, this record makes your follow-up much stronger.
What to do next
- 1
Log your upcoming appointments too
Add any booked appointments that are in the future. Having a forward-looking timeline helps you see what is coming and plan your case accordingly.
- 2
Read about logging interactions
Appointments are for face-to-face or video meetings. Calls, emails, and letters have their own interaction record type.
Next in this section
Logging interactions
How to record calls, emails, and meetings in SEN Evidence Vault as interaction records, and why a detailed interaction log matters for your case.
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