Entertainers' Notes On Clients — Fewer Fields, And A Set Time To Read Them

The handover form had twenty fields. Entertainers filled it in for a month, then only the name and date.

And what was written nobody read before the next booking.

⚠️ With client notes, decide when they'll be read before deciding what goes in them.

The short version

• Cut it to five fields
• Put reading time just before the session
• Separate personal notes from what the venue sees
• The rating (good / normal / bad) is shared with the venue
• A manager reviews notes once a week

Five fields

One   Name he likes      …how he likes to be addressed
Two   Likes              …topics, drinks, dislikes
Three Last time          …one line to pick the conversation back up
Four  Request            …"next time, please…"
Five  Rating             …good / normal / bad

⇒ Filled in every time, these change the first sentence of the next session.

⚠️ Birthdays, allergies and the like: add them when you learn them.

When to read

When a booking comes in, tell the entertainer: "read last time's note"
Read it on the drive there

⇒ Notes with no reading time stop being written.

Personal vs shared

Personal …detailed preferences, conversation content
Shared   …rating, requests, warnings (anything that could become do-not-book)

⇒ If entertainers think the venue reads everything, they'll write nothing useful.

Share the rating

Clients rated "bad"
⇒ manager reviews weekly and decides on do-not-book or caution

⇒ The rating is shared to protect other entertainers.

The weekly review

Look at "bad" ratings
Look at clients with many requests
Nudge entertainers who aren't writing (no blame)

The numbers to keep

One   share of sessions with a note
Two   "bad" ratings per week
Three repeat rate of clients with notes vs without

⚠️ Three tells you whether the notes are working.

A sheet for the office

────────────────────────────────────
  Client notes

  Five fields: name he likes / likes / last time / request / rating
  Read: when booked, on the way there
  Shared: rating, requests, warnings  /  Personal: the rest
  Manager: weekly, "bad" ratings and requests
────────────────────────────────────

Common objections

"No time to write"

⇒ Five fields, one line each — doable on the drive back.

"I don't want the venue reading everything"

⚠️ Tell them exactly what the venue looks at: rating and warnings. They'll write more freely.

"Reading it doesn't change anything"

⇒ Picking up last time's conversation in one line changes how he responds.

This week

One   list the fields on your current form
Two   cut to five
Three set when notes are read, and tell entertainers
Four  decide and announce what the venue sees
Five  set the manager's weekly review day

Doing it by hand, or on a screen

By hand …paper forms in the office
On screen …entertainers write per client on their phone and read before the next session

⇒ In tasteck's entertainer app, each client has a client note with a rating (good / normal / bad), nickname, likes, requests and remarks. On the venue side, managers can read each entertainer's notes.

⚠️ There's no per-field "private / shared" setting. Decide what the venue looks at and tell entertainers in advance.

Wrapping up

• Five fields at most
• Read just before the session
• Separate personal and shared — and say so
• Share the rating; manager reviews weekly

Notes that get read change the first sentence of the next session.