Using the text editor for notes and templates
Learn how to use Caspen’s rich text editor to format text, add tables and images, and more.
Overview
The rich text editor lets you create structured, professional progress notes and templates with flexible formatting and interactive fields.
Use it to document client sessions, treatment plans, assessments, or any repeating clinical information.
Features include:
Custom text formatting (headings, styles, colours)
Tables for structured clinical layouts
Single-choice and multiple-choice fields for clinical data
Ordered and unordered lists
Images, links, and dividers
Keyboard shortcuts for faster documentation
Perfect for consistent note-taking across your practice.
Text editing and formatting
Use the toolbar at the top to style and format your content. You can:
Adjust font size and headings (H1, H2).
Bold, italicise, or underline text.
Add blockquotes, dividers, or emojis.
Insert hyperlinks to external resources.
Tables
Tables help you structure information clearly and consistently in templates and notes.
Insert a table:
Click Insert Table on the toolbar.
Select the number of rows and columns.
Table examples: Past Medical History, Medication list, Progress measures, Treatment plan, Goals.
Edit table structure
Use the pop-up table toolbar (appears when a cell is selected) to modify your table.
Merge cells
Combines selected cells into one single cell.
Split cell
Separates a merged cell back into individual cells.
Add rows/columns
Inserts additional rows or columns.
Delete rows/columns
Removes unwanted cells, rows, or columns.
Apply color
Highlights cells, headers, or sections with a background color.
Example – Table toolbar shown when selecting a cell:
Table toolbar tips:
The table toolbar appears when you highlight one or more cells.
You can hover over each icon in the table toolbar to view its label (e.g., Insert row above, Split cell).
Lists and structure
Use list styles to structure clinical information:
Numbered lists (1, 2, 3)
Step-by-step instructions, home exercise programs, procedures.
Bullet lists (•)
General note-taking, subjective/objective findings.
Checklists (Multiple choice fields)
Follow-up actions, safety checks, exercise compliance.
Note: To create a checklist, use Multiple choice fields (see below).
Choice fields (Single choice & Multiple choice)
Choice fields allow you to add structured, selectable options to templates. They’re ideal for symptoms, findings, treatment responses, risk levels, or any repeatable data.
Multiple choice (select all that apply)
Use this when more than one item may apply. Clinicians can select any number of options.
Common clinical examples:
Presenting symptoms
Areas of pain
Factors impacting function
Contributing conditions
Goals achieved this session
Example (blank):
Example (completed):
You can leave options blank or pre-select common defaults.
Single choice (choose one)
Use this when only one option should be selected (radio buttons).
Common clinical uses:
Pain severity rating
Session outcome
Risk level
Funding source
Preferred contact method
Example (blank):
Example (completed):
Links and media
Insert links: Add clickable links for external resources, references or documents.
Insert images: Include diagrams, clinical visuals, or relevant media.
Keyboard shortcuts
Work faster with keyboard shortcuts for Mac and Windows.
Mac shortcuts
Copy
Cmd C
Cut
Cmd X
Paste
Cmd V
Undo
Cmd Z
Redo
Cmd Shift Z
Add a line break
Shift Enter
Bold
Cmd B
Italicise
Cmd I
Underline
Cmd U
Windows shortcuts Use Ctrl instead of Cmd for the same actions listed above.
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