This guide is intended to help you configure Freed's note settings to your liking, and understand how trashed notes work.
How to recover trashed notes and manage your note retention preferences
Freed lets you restore recently trashed notes and choose whether your notes are retained indefinitely or automatically deleted after 30 days.
View and Recover Trashed Notes
When you manually move a note to the Trash, it remains there for 7 days before being automatically and permanently deleted.
Access trashed notes
Hover over the left edge of the screen to reveal the sidebar, then click the visit-list filter at the top — it reads Active visits, or My visits if you're on a group plan.
Select Trash to view notes that have been moved to the Trash.
Restore a trashed note
Find the note you want to recover and click Restore to move it back to your Active visits. You can also select several trashed notes at once and use Restore to bring them all back.
If the note isn't in the Trash and it has been more than 7 days since it was deleted, it has likely been permanently deleted and generally cannot be recovered.
Note Storage & Automatic Deletion
Freed allows you to choose whether your notes are:
Retained indefinitely, or
Automatically deleted after 30 days
To manage your note retention settings:
Hover over the left edge of the screen to reveal the sidebar, then click the gear icon to open Settings.
Select Preferences.
Enable or disable automatic deletion after 30 days.
Important — turning automatic deletion on also deletes notes you already have. It does not only apply going forward. Any note older than 30 days is permanently deleted right away, including notes that are not in the Trash. Freed shows you a list of the notes that will be deleted and asks you to type DELETE to confirm. Deleted notes cannot be recovered, so copy or export anything you still need before you confirm.
When automatic deletion is enabled, notes are permanently deleted 30 days after the initial visit capture.
When automatic deletion is disabled, notes remain in your account indefinitely unless you manually move them to the Trash.
Important: Auto-deleted notes that no longer appear in your account or Trash cannot be recovered.
If you're on a group plan
Group admins can set a note retention policy for the whole clinic under Settings > Team and Access > Group settings > Note retention policy. The options are:
Let members decide — each member controls their own setting under Settings > Preferences.
Retain all notes (recommended) — notes are never automatically deleted.
Auto-delete after a set period — your admin chooses the number of days, which can be any value of 7 or more. It is not always 30.
When your admin has set a clinic-wide policy, your own automatic-deletion setting under Settings > Preferences is greyed out and shows "This setting is managed by your administrator." If you need it changed, contact your group admin.
Troubleshooting Missing or Deleted Notes
My note isn't in the Trash. Can it still be recovered?
Notes manually moved to the Trash are recoverable for up to 7 days. After that period, they are permanently deleted and generally cannot be recovered.
Notes removed through the 30-day automatic deletion setting also cannot be recovered once they have been permanently deleted.
If you believe a note should still be available but can't find it, contact Clinician Support. When possible, include:
The approximate date and time the note was created
The date it was deleted, if known
Your local time zone
The visit URL, if available
These details can help our team investigate what happened.
I accidentally changed or removed part of a note. Do I need to restore the entire note?
Not necessarily. If the note itself hasn't been moved to the Trash, try using Undo immediately after making the change.
You can also use AI Chat — the panel opened by the three-star icon in the upper right — to help rewrite or restore content within an existing note when appropriate.
Tips to Prevent Accidental Data Loss
Review your retention settings: If you don't want notes automatically deleted, make sure automatic deletion is turned off under Settings > Preferences. If that setting is greyed out, your group admin has set a clinic-wide retention policy — ask them to change it.
Use Undo quickly: If you accidentally remove or overwrite content, use Undo as soon as you notice the change.
Restore trashed notes promptly: Notes manually moved to the Trash are only available for recovery for 7 days.
Check the "Deleted soon" filter: if you have automatic deletion turned on, open the visit-list filter at the top of the sidebar and choose Deleted soon. It lists notes in their last 7 days before automatic deletion, so you can copy or push anything you still need.
Get Support
If you can't find a note that you believe should still be available, our Clinician Support team can help investigate:
Start a chat using the messenger in the bottom-right corner.
Email [email protected].
Join a live support call with our support team.