Every Klarity session moves through a series of states, from the moment it is scheduled to the point where its summary is available. The state badge, at the top of the session page, always tells you where you stand and what you can do.

Understanding a session's state

The state drives everything: the banner shown, the available tabs and the actions offered. The tabs depend on the session type — a recorded or AI-summarized session shows Summary, Enrich and Report email; a raw-notes session shows Notes and Report email. You don't choose the state manually — it progresses on its own as processing goes. The page refreshes automatically during processing phases, so there's no need to reload.

The states of a recorded session

A session captured over video call follows this progression:

1. Scheduled — the appointment is planned, recording hasn't started yet.
2. Recording — the assistant has joined the video call and is capturing the audio.
3. Processing — the session has ended, the transcription is underway.
4. Generating summary — the AI is drafting the summary from the transcription.
5. Summary ready · editable — the summary is available and you can still enrich it.
6. Summary locked — the summary is frozen (after finalization or once the enrichment window has passed).

The special states

Other states fall outside this linear progression:

• To finalize — the session should have been recorded but wasn't (video call not joined, etc.). You can Finalize manually, mark it as No-show or Cancel it from the banner.
• Automatic processing failed — the automatic summary couldn't be generated. The banner offers to Retry processing or Enter session manually to keep it in the client's memory.
• Raw storage — the session was created manually (or completed by hand) in raw-notes mode, without AI transformation. It shows the Notes tab instead of Summary and Enrich (the Report email tab stays present).
• No-show — the client didn't attend. The session is kept as a record of the appointment, but excluded from the client's memory, and no email is sent.
• Canceled — the appointment was canceled.
• Document added to memory — a document imported into the client file (journal, email, other) joined the intelligent memory without going through a summary. No Summary, Enrich or Report email tab: the page only shows the indexed text.

Forcing a session's state by hand

The state progresses on its own, but you stay in control: from the More actions menu (the ⋯ icon at the top of the page), you can switch a session into another state without waiting for automatic processing. These actions are handy for a session held in person or over the phone outside Klarity, or a video call you forgot to have recorded.

• Mark as completed — available on a Scheduled session (whether upcoming or already past), To finalize or Automatic processing failed. A popup asks for the actual date and time it took place (pre-filled, never in the future) and optional notes. The session moves to Raw storage: it's kept in the client's memory, with the Notes tab.
• Mark as no-show — available on a Scheduled or To finalize session when the client didn't attend. The session becomes a No-show (a record of the appointment, excluded from memory, no email).
• Reopen session — cancels a closure made by mistake: a session in Raw storage, No-show or To finalize returns to the scheduled state, as long as no summary has been generated yet.

Related articles

• Capturing a session
• The AI-generated session summary
• Completing a session

Updated on: 18/07/2026