Who this is for
This guide is written for Owner, Admin, Manager and Coordinator.
Before you begin
- You are signed in to BondiByte on a computer.
- The entry already exists. Chart entries are recorded by staff on the Staff App, when they write a report for a shift. You cannot add a new entry from a computer. See Client Charts history to find an entry.
- You know what the correct answer is. Check it against the shift notes or with the staff member before you change a client's record.
Steps
The screenshots show a demonstration organisation with made-up names. Your own screens show your organisation's details. Select a screenshot to open it full size.
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Go to Clients > the client's record
1 In the left menu, choose Clients. The Client Records list opens.
2 Choose the name of the client the entry belongs to. Their record opens.
Choose Clients in the left menu (1), then the client's name (2). -
Open the Charts tab
1 On the client's record, choose the Charts tab. It opens on Client Chart setup, which lists the Charts assigned to this client.
Scroll down to the Chart entries section. It lists what staff have recorded, newest first. Use the Chart and Range lists above the table to find the entry. Client Charts history explains each one.
Choose the Charts tab (1). The Chart entries section is further down. -
Open the entry's menu and choose Edit
1 On the row of the entry, choose the actions button (three dots).
2 In the menu, choose Edit.
The menu has three choices. View opens the entry to read only. Edit opens it so you can change its answers. Deactivate removes it from the client's record, and is covered at the end of this guide. Edit and Deactivate appear only for people who can manage chart entries.
Choose the actions button on the entry's row (1), then Edit (2). -
Find the answer to correct
The entry opens in a window on the right of the screen, headed with the Chart's name, with its questions ready to change.
1 Check the line under the heading. It gives the date and time the entry was recorded and who recorded it, for example 02/10/2026 07:37 pm - Recorded by and the person's name. You cannot change these.
2 Find the question with the answer to correct. The questions are shown in the order of the Chart, grouped under the Chart's section headings such as Details, and they start with the answers that were recorded. A question the Chart marks as required cannot be left empty.
Fields in step 4 Field What it means Text questions A box with the recorded answer. Type the correct answer over it. A longer question has a larger box. Number questions A box that holds the recorded number, for example an amount. Date and time questions Choose or type the correct day, time, or day and time. Time questions use the time field of your browser. Yes / No questions A list that starts with Select. Choose Yes or No. Choice questions A list that starts with Select. Choose the correct option. The list holds the options the Chart had when the entry was recorded, so an option added to the client's Chart later is not in it. Multiple choice questions A list where more than one option can be chosen. The options already chosen are marked. Table questions A row for each line that was recorded. Change a cell, choose Remove row to delete a line, or choose + Add row to add one. People questions A search box for a staff member or a client. Type a name and choose the right person from the results. Headings and information text Words shown for reading only, such as a heading above a group of questions or a short note. There is nothing to fill in, and you cannot change them here. Note: Only the answers can be changed. The day and time of the entry, the person who recorded it, the shift it belongs to and the client stay as they were recorded.
The date, time and person cannot be changed (1). The questions hold the recorded answers and can be changed (2). -
Change the answer
1 Change the answer in the field. In this example the Drink is changed to Diluted cordial.
Change any other answer that needs correcting in the same way, then continue to the next step. Nothing is saved until you choose Save changes.
Choose the correct answer in the field (1). -
Choose Save changes
1 At the bottom of the window, choose Save changes. The button reads Saving... while the change is saved.
Choose Close instead to leave without saving. The entry stays as it was.
Choose Save changes (1), or Close to leave without saving. -
Check the corrected entry
1 A message confirms Chart entry updated.
2 The window shows the entry again to read, now with the corrected answer. The Edit entry button at the bottom lets you change it again. Choose Close when you have checked it. The table behind the window shows the same entry in the same place.
The confirmation message (1) and the corrected answer (2). -
Deactivate an entry that should not be there
Use this when an entry was recorded in error, for example against the wrong client.
On the row of the entry, choose the actions button (three dots), then choose Deactivate. A window asks Deactivate this chart entry? and explains that the entry will no longer appear on the register or count toward the client's Chart history.
1 Choose Deactivate to confirm.
2 Choose Cancel instead to keep the entry.
Warning: A deactivated entry no longer appears in the Chart entries table, in the Charts list under Registers or in a Chart PDF, and it cannot be brought back from the screen. If you deactivated the wrong entry, ask the staff member to record it again on the Staff App.
Choose Deactivate (1) to confirm, or Cancel (2) to keep the entry. -
Check that the entry has gone
1 A message confirms Chart entry deactivated.
2 The entry is no longer in the table, and the count under the table has gone down by one.
The confirmation message (1) and the table without the entry (2).
What happens next
A corrected entry replaces the old answers straight away. Everyone who opens the entry, and every Chart PDF you export afterwards, shows the corrected answers.
Editing changes the answers only. The day and time, the person who recorded the entry, the shift and the client are not changed, and the entry stays with the version of the Chart it was recorded on. See Client Chart versions.
A deactivated entry is removed from the table and from every Chart PDF. The Chart itself, its other entries and the client's other Charts are not affected.
To keep a record of the corrected entries for a period, see Export a Chart as PDF.
Important notes
Important: Check before you change a client's record. Look at the shift notes or ask the staff member who recorded the entry, and correct only what is clearly wrong. Your organisation's own record-keeping policy still applies.
Good practice
- Open the entry with View first and read it. Only choose Edit when you are sure which answer is wrong, so you never overwrite a correct answer by accident.
- Check the time in the line under the entry's heading before you change anything. Several entries can show the same date, Chart and shift in the table, so the recorded time is how you tell them apart.
- Agree a correction with the staff member who recorded the entry. The entry keeps showing them as the person who recorded it after you change an answer, so note why you made the correction, in line with your organisation's record-keeping policy.
- An entry cannot be moved to another client. If it was recorded against the wrong client, deactivate it and ask the staff member to record it again for the right client on the Staff App.
- Deactivate an entry only when it should not exist. If an answer is wrong, edit it, so the history keeps one entry for what happened.
- Do not use Edit to add something that was missed on the shift. Ask the staff member to record a new entry on the Staff App, so the history shows what was recorded and when.
- Export a new Chart PDF after you correct or remove entries, and replace any copy you gave out earlier, so the documents you hold match the table on the screen.
Troubleshooting
Edit and Deactivate are not in the entry's menu, and only View is.
Why it happens: Your role does not include permission to manage chart entries.
What to do: Ask an Owner or Admin to check your role, or to make the correction for you.
My browser asks me to fill in a question, or a message at the top of the window says Complete required fields, when I choose Save changes.
Why it happens: A question the Chart marks as required has no answer.
What to do: Answer the question that is named or highlighted, then choose Save changes again. If the answer was never recorded, ask the staff member what it should be.
The list for a choice question does not have the option I want.
Why it happens: The list shows the options the Chart had when the entry was recorded. An option added to the client's Chart later is not offered on older entries.
What to do: Choose the closest option that was available, or deactivate the entry and ask the staff member to record it again, so the new entry uses the current options.
A message says A deactivated chart entry cannot be edited.
Why it happens: Someone deactivated the entry while your window was open.
What to do: Choose Close. The entry is no longer in the table. If it should be there, ask the staff member to record it again on the Staff App.
I deactivated the wrong entry.
Why it happens: A deactivated entry no longer appears in the table, and there is no button to bring it back.
What to do: Ask the staff member to record the entry again on the Staff App. Check the entry's row before you choose Deactivate next time.
I cannot find the entry.
Why it happens: The Range list shows the last 30 days to begin with, and the Chart list may be set to another Chart. An entry that has already been deactivated is not listed.
What to do: Choose All charts, widen the Range, and see Client Charts history.