CoolFocus ships with built-in chart templates (such as Ultrasound, Pregnancy Test, and other visit-specific charts). Built-in templates are available on every plan and can be activated, configured, and used no matter your subscription tier.
Creating your own chart template, cloning a built-in template into a custom one, or editing an existing custom template requires the Premium plan.
Built-in chart templates: available and fully editable at every tier. Turning them on or off, changing their icon or color, and using them to create chart entries all work regardless of plan. Editing a built-in template only affects your organization: CoolFocus saves your changes to your own copy of that template, and other organizations keep seeing the standard version unless they make their own edits.
Custom chart templates: creating a new custom template, cloning a built-in template to start a custom one, and editing an existing custom template's name, slug, icon, color, or active status all require the Premium plan.
Custom approval chains: switching a custom template to a multi-step approval chain is also Premium-only. See Custom Approval Chains for Charts.
If your organization does not have Premium:
The Charts settings area is still visible, along with a hint that upgrading unlocks custom chart templates.
Opening an existing custom chart template shows a banner: "Custom chart templates require the Premium plan." The template's fields are read-only until your organization upgrades.
Trying to create or clone a custom template returns an upgrade message rather than silently failing or saving.
If CoolFocus can't confirm your plan (for example, a temporary connectivity issue), you'll see a "Couldn't verify your plan" message with a Retry button instead of the upgrade message. This is different from being told you need to upgrade, since the check couldn't complete either way.
Every chart template has an underlying chart type (its slug). For built-in templates this slug is fixed and can't be changed, even by editing the template. A custom template also can't be created, cloned, or renamed to use a slug that already belongs to a built-in template. If you try, CoolFocus shows a validation error explaining that the slug is reserved for a built-in chart type.
If a custom chart template is linked to an appointment type (see Appointment Types and Booking Rules), CoolFocus can automatically create the chart entry for you instead of requiring staff to add it manually every time:
When a visit starts for that appointment type, CoolFocus creates a draft chart entry for each linked custom template. It appears on the visit's Charts tab ready to fill in.
This auto-creation only applies to custom templates. A built-in chart (Pregnancy Test, Ultrasound, STI Test, Client Advocacy/Counseling, Vitals) still renders directly from the visit's own fields and does not need a separate chart entry just to be filled in.
However, marking a built-in chart Mark Completed or Send for Review for the first time now creates a matching chart entry behind the scenes automatically, so the chart can go through the same completion, review, sign-off, and addendum flow as a custom chart. You do not manage this chart entry directly, it is what powers Send for Review, Mark Completed, and section locking for that built-in chart. Acting on the same built-in chart again reuses that same entry rather than creating a duplicate.
This requires your organization to have the Premium custom-templates entitlement. If your plan doesn't include it, linked custom templates stay saved on the appointment type but do not auto-create entries until you upgrade.
Auto-creation is idempotent: it only creates one entry per visit and template, so reopening or restarting a visit will not produce duplicates.
Auto-creation is best-effort. If it cannot run for some reason, the visit still starts normally; staff can still add the chart to the visit manually.
Go to Settings > Client > Chart Templates.
Open a built-in template to configure it, or clone one to start a custom template (Premium required).
Open an existing custom template to edit its name, slug, icon, color, and active status (Premium required).
To have a custom template's entries created automatically at visit start, link it to the relevant appointment type under Scheduler > Scheduler Settings > Types.
Custom Approval Chains for Charts
Forms vs. Charts
Appointment Types and Booking Rules
Plan & Billing Settings
