Chart templates define the fields and layout used on a chart. CoolFocus ships with built-in templates (Intake, Ultrasound, Vitals, Provider Note, and others) and, with the Premium plan, you can also build your own custom templates.
Go to Settings > Client > Chart Templates. The list shows two groups:
Built-in templates: the templates CoolFocus ships with, each with its icon, color, and active/inactive state.
Custom templates: templates your organization has created, either from scratch or cloned from a built-in.
Each row shows the template's active state and a field count. Active templates also show a count of existing entries for that chart type.
Use the switch on a template row to activate or deactivate it.
Toggling a built-in template on or off is available on every plan, not just Premium.
Toggling a custom template requires the Premium charting capability, the same as building or editing one.
Deactivating a template hides it from the Charts menu and stops new entries from being created against it. Existing chart entries for that template are never deleted, only hidden from active use. This keeps historical data intact if you reactivate the template later.
You can rename a built-in template and change its icon, color, or active status from its detail page. These edits are private to your organization: the first time you change a built-in template, CoolFocus saves your changes to an organization-specific copy of that template, it never changes the shared original that other organizations see. Other organizations always continue to see the standard built-in name, icon, and color unless they make their own edits.
A built-in template's underlying chart type cannot be changed and can't be reused by a custom template, so cloning or creating a custom template with the same underlying type as a built-in isn't allowed.
The Chart Templates settings list only offers Deactivate, not Delete, so day-to-day template management should go through the switch above. Deleting a template is only possible through the record's own delete action (for example, from the API or a generic record-level delete control) and behaves as described below.
If a template is deleted directly rather than deactivated, CoolFocus checks whether it is still in use before doing anything:
Template has chart entries: the delete is blocked and you'll see "This template has chart entries and cannot be deleted. Deactivate it instead." No data is touched. Deactivate the template if you want to stop it from being used going forward.
Template is linked to an appointment type: the delete is blocked with "This template is linked to one or more appointment types and cannot be deleted. Unlink it first, or deactivate it instead."
Template has no chart entries and no appointment type links: the template is soft-deleted. It's marked inactive and removed from the settings list and every other read path, but the underlying record is preserved rather than permanently erased.
Deleting your organization's customization of a built-in template (for example, a renamed or re-icon'd copy of Ultrasound): this reverts that chart type back to the built-in default rather than removing the chart type entirely.
Previously, deleting a template with existing chart entries could surface a generic "unexpected error" instead of this explanation, and deleting a template with no entries permanently removed the row with no way to undo it. Both are fixed: blocked deletes now explain why, and allowed deletes are recoverable soft-deletes.
Cloning is the fastest way to start a custom template: it copies a built-in template's fields into a new custom template that you can then edit freely, for example "start from our Pregnancy Test chart and add your own fields."
On a built-in template's row, choose Clone.
CoolFocus creates a new custom template and opens it in the template editor.
Edit the name, fields, icon, and color as needed.
Cloning requires the Premium charting capability (charting.custom-templates). If your plan doesn't include it, the Clone action shows an upgrade hint instead of creating a template.
Note: you can only clone a given built-in template once. If you've already cloned a built-in, the Clone action for that template is disabled to avoid creating a duplicate.
Open a custom template from the list to reach its full editor, where you can rename it, add or remove fields, change its icon and color, and configure its approval workflow. See Custom Approval Chains for Charts for how to set up a custom approval chain instead of the default DocAlert workflow.
Any chart entry, whether it uses a built-in or a custom template, can be printed or saved as a PDF using a standard Chart Clinical Record template. This works the same way for every chart type, so you don't need a separate print template for each one.
To print a chart entry, open it (from the visit workspace or the chart's own record) and choose Print / PDF in the entry's action bar.
The generated document includes:
Client and visit details, plus the chart's number and status.
Completion and sign-off details: who completed the chart, who signed it and their role, and when.
Every chart field and its value.
Approval history, when the chart went through a review/approval workflow.
Lock and reset history, showing when the chart was locked, unlocked, or reset to draft, and by whom.
Amendments, late entries, and addenda added after the chart was signed and locked. See Locked Records and the Addendum Flow.
If the chart hasn't been signed yet, the PDF shows an incomplete-review banner in place of a signature, so it's obvious the record is still in progress.
Viewing or printing a chart's PDF requires the same view permission for that chart's template type that you'd need to view the chart on screen; the print action doesn't bypass access control. If your organization wants a different layout, you can still build a custom document template for a chart using the template editor.
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