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# Creating a session manually

You don't have to wait for a client to book a slot: you can add an appointment yourself, straight from the agenda. It's the fastest way to schedule a session with an existing client, or to log a session that has already taken place.

# Understanding the manual session

Creating a session by hand is exactly the same as an online booking, except that **you** are the one scheduling it, for an existing client. Depending on the date and channel, the session will be **scheduled** (upcoming) or logged as **already held** (past).

Since September 2026, the composer offers two ways to create a session, chosen at the top of the form (**When does this session take place?**):

- **Schedule** — you set a date and time. This is the mode described in this article: the session joins your agenda and follows its normal lifecycle.
- **Now** — the session **starts right away**, with no date to pick. Handy for capturing an exchange that begins immediately (see below).

This choice is also available straight from the header button: in **Agenda** and on a **client file** alike, **New session** opens a two-item menu — **Schedule a session** and **Start a session now**.

The form adapts to the **session type** you choose: it's the type that carries the session **mode** — **Video**, **In person** or **Client's choice** — and therefore the possible channels (in person, video, phone…) and, for video, the meeting link. As long as no type is selected, the **Channel** field stays hidden. Your **notes are kept as is**, and you'll be able to generate an AI summary from the session file once it's created.

| For a client to appear in the list, their file must already exist. Create it beforehand if needed (the **Create a new client** link is offered in the picker).

| This form brings together **a single client** only. To bring **several participants** into one session, create a group session from a group.

# Creating the session

1. In **Agenda**, click **New session** (top right), then choose **Schedule a session** from the menu (or leave the **Schedule** choice at the top of the form).
   
2. Select the **client**: type the first letters of their name to find them in the list.
3. Choose the **session type**. The **Channel** field then appears and sets itself automatically to the type's **mode**. If the type is set to **Client's choice** (in person or video), you select the channel you want yourself.
4. Fill in the **date** and **time**. Times are expressed in your time zone (the one in **Settings › Profile and account › Localization**).
5. If the session will be **recorded** and you collected the client's consent verbally (in person), use the **Client consent** block to attest it. See the details below.
6. Add your **notes** (optional): what was covered, points of attention. They are kept as is.
   
7. Click **Add session**. Klarity opens the file of the session you just created directly.

# Starting a session now

When a session begins right away, choose **Start a session now** from the **New session** menu, or switch the choice to **Now** at the top of the form.

In this mode, the form simplifies:

- the **date, time and recurrence disappear** — the session starts as soon as it is created (Klarity says so: "The session starts as soon as it is created — no date to pick.");
- the **video link becomes required** if the session is recordable: the recording bot must be able to join the call. Without a link, Klarity reminds you ("Paste the video link to start now.");
- the create button becomes **Start session**.

A note at the bottom of the form spells out what will happen depending on the channel: for a **recordable video** session, "recording will begin right away via the video link"; for an **in-person** session, "audio capture will open right after."

After you click **Start session**, Klarity shows the **Session started** toast and continues based on the channel:

- **recordable video** → recording starts immediately (the bot joins the call);
- **in person** → the session file opens with the capture sheet, ready to record or import;
- **phone or non-recorded session** → the session file simply opens.

|| If recording can't start, the session is still created: "The session is created, but recording couldn't start." You can restart it from the session file. See Capturing a session.

# What changes depending on the date and channel

The session status depends on when you place it:

- **Upcoming date** → the session is **scheduled** and appears in your calendar.
- **Past date** → the session is logged as **already held**; no email is sent to the client.

| If you place a session in the past, Klarity flags it in the form to remove any ambiguity with a scheduling.

For an upcoming **video** session, Klarity turns on **automatic recording** as soon as a meeting link is resolved, in three cases:

- the session type uses **Google Meet** and your **Google Calendar** is connected → a Meet link is generated for you, nothing to paste;
- the session type has a **Zoom or Teams room** saved → that room is reused;
- you paste a one-off **video link** in the dedicated field (useful outside your usual types).

In those cases, the channel locks onto **Recorded video**: the session will be captured on the day.

# Attesting the client's consent

Automatic recording remains subject to the **client's consent**. The **Client consent** block of the form lets you **attest** it if you collected it verbally (typically in person).

|| Without consent (neither attested nor collected by email), the session takes place but is **not recorded**. The form flags it when the setup doesn't allow capture (client without consent, or session type without a room link).

| 💡 **Tip:** to collect proper consent remotely, send the request by email from the client file rather than attesting it yourself.

# What next?

On the day, open the session to capture it or complete your notes. Its journey then follows the usual lifecycle (recording → processing → summary), and you can generate an AI summary at any time from the file.

# Related articles
- Organizing a group session
- Setting up video links
- The lifecycle of a session
- Sending or resending a consent request