Sessions and notes

How to start a video call

Three places, the same call:

• Home page, “Today”: a session about to start has a “Call” button.
• The session’s page: “Start video call”.
• The client’s page: “Start Call”.

In the call, a “Notes” panel on the right shows your latest notes about the client. “End call” takes you back to the session’s page. The client sees the “Join session” button from 20 minutes before the start until the end of the session; if they come in before you, they wait in the room. The client sees only the video and “Leave”.

Before the session the client is reminded: a quiet place, camera and microphone allowed in the browser, headphones. The same goes for you.

How to add a note

1. The client’s page → “Add Note”, or the session’s page → “All notes”.
2. Type into “Write your note here…” (basic formatting works). On the page of a session with several participants, “About member (optional)” picks whom the note is about; empty means the whole session.
3. “Save Note”.

Notes sit chronologically on the “Session Notes” tab and on the session’s page under “Recent notes”. Each has “Edit” and “Delete”. Only you see them.

How to turn on AI notes

1. Settings → Features.
2. On the “AI notes” card click “Start Free Trial” (7 days) or “Subscribe”.

From then on every session documents itself:

1. The call is recorded, audio only, and only if every participant has consented.
2. When the call ends the recording is transcribed.
3. A summary with an AI badge arrives among the client’s notes: main topics, key statements by the client, your interventions, what was agreed for next time. In the language of the session. It does not interpret or diagnose.

An AI note cannot be edited or deleted; you add your own next to it. For a group session one shared record is made, marked “Group session”, visible on every participant’s page, without entries in individual records.

The recording is deleted as soon as the summary exists; audio is never kept. Without the plan, calls work the same, only without recording.

The client’s consent to transcription

When you turn on AI notes, every client gets, at their next visit to the application (and when entering a session), an explanation and the choice “I consent to transcription” or “No, no transcript”.

• The answer is remembered. Who declines is not asked again; they can give consent later on their profile and withdraw it there at any time. A withdrawal applies from the next session.
• Declining does not prevent the session, only the transcript. In a group there is no transcript unless everyone consents.
• You see the status on the client’s page, “Transcription consent”: given, declined, withdrawn or not asked yet. While audio is captured, everyone in the call sees a recording indicator.

If the consent text changes, clients are asked again.