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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:

  1. Click Insert Table on the toolbar.

  2. Select the number of rows and columns.

Example: Selecting rows and columns when inserting a table.

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.

Action
What it does

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:

List type
Best for

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):

Single choice example with one radio button selected.

Body charts

Body charts let you insert a template into a progress note and draw directly on it. This is useful for documenting pain locations, injuries, areas treated, and clinical findings.

Related article: Using body chart templates in progress notes.

Links and media

  • Insert links: Add clickable links for external resources, references or documents.

  • Insert images: Include diagrams, clinical visuals, or relevant media.

Signatures

Signatures let you add an electronic signature to a progress note. You can draw, type, or upload your signature.

Keyboard shortcuts

Work faster with keyboard shortcuts for Mac and Windows.

Mac shortcuts

Action
Keyboard shortcut

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.

Related articles:

PreviousAdd a progress noteNextUsing body chart templates in progress notes

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