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

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).
Select the client: type the first letters of their name to find them in the list.
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.
Fill in the date and time. Times are expressed in your time zone (the one in Settings › Profile and account › Localization).
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.
Add your notes (optional): what was covered, points of attention. They are kept as is.
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.

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.

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

Updated on: 08/09/2026

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