Why is my session note not there?

Finished a session but can't find the note? In almost every case it's one of a few things. Work down this list — each one has a quick next step.

1. It's still processing

Right after you end a session, Alpaca spends a short time transcribing the audio and generating the note. The screen shows “Alpaca is working on your session!” and notes it usually takes about 1–5 minutes.

Next step: reopen the recording and check the processing screen. If it's taken much longer than expected, click Retry to reprocess.

2. The recording never uploaded, or the audio didn't come through

If your device lost connection or the microphone didn't capture usable audio, there may be no recording to build a note from. When Alpaca can't get usable audio, it creates an empty note template for you to fill in rather than a full AI-generated note — so an empty note is a clue the audio didn't make it.

Next step: open the recording and click Retry / Redo Analysis. If the audio truly didn't capture, complete the empty template manually. If you see “Something Went Wrong,” try Refresh Page, then Contact Us if it persists.

3. It's filed under a different client

If the session was started against the wrong client, the note is safe — it's just on someone else's profile.

Next step: open the note and use Reassign to New Client from its actions menu to move it to the correct client.

4. It's assigned to a different staff member

A note is tied to the staff member on the recording. If you're looking under your own notes but someone else started the recording, it will show under them.

Next step: check with the staff member who ran the session. If it's genuinely on the wrong person, open the note and use Reassign to New User to correct it.

5. The session wasn't actually started or checked in

A note only exists once a session has actually been recorded. If the appointment was never started — or you set up the recording but never began it — there's nothing to generate a note from yet.

Next step: confirm the session was really recorded. If it wasn't, you can still document it — start the session/recording for that appointment now, or record an ad hoc session and sign it.

Still can't find it?

Check the client's Session Notes tab to see everything filed under that client. For a fuller walkthrough of how notes are generated and how to fix stuck notes, wrong times, and reassignments, see “Session Notes: Lifecycle and Troubleshooting.” If the note still isn't there, reach out to your administrator or Alpaca support.