AI Scribe: FAQs and Troubleshooting

AI Scribe is a feature within Zenoti that allows providers to record conversations with guests during appointments. It automatically transcribes those conversations and generates structured clinical notes called AI Charting Summaries.

These summaries can then be used to automatically fill appointment forms, saving significant documentation time so you can stay focused on the guest.

AI Scribe is available exclusively on the Zenoti Mobile App (ZMA) for tablets and mobile devices. The minimum requirements are:

Check the list of supported devices in ZMA. To view generated insights or fill forms via Zenoti Web, make sure you are using the latest guest profile (v2).

Yes. Each provider who needs to record, edit insights, or fill forms must have an active AI Scribe license. Licenses are managed by your organization's administrator or owner through Configuration > AI Scribe > User Management. Contact your admin if you are unable to access AI Scribe features.

Your role determines your default access. Here is a quick summary:

If your access does not match your role, speak with your administrator to adjust your Security Role permissions.

From the Appointment Book, tap the guest's appointment block and then tap AI Scribe. Before recording begins, you will be prompted to obtain the guest's consent and signature. Once consent is provided, the recording will start. You can access AI Scribe from both the horizontal and list views of the Appointment Book.

No. If the guest is not part of the conversation (for example, if you are recording your own clinical notes), you can turn off the Guest in conversation toggle on the consent screen. In this case, you will provide your own consent to proceed.

Yes. Tap the Pause icon to temporarily stop the recording at any point, and tap Resume to continue. When the session ends, tap the Stop icon to finish the recording.

Each individual recording is limited to 1 hour. AI Scribe will automatically stop recording once that limit is reached. You will receive alerts at 10, 5, and 1 minute before the hour, giving you time to wrap up or start a new recording manually. You can record multiple sessions for the same appointment — there is no cap on the number of recordings per appointment.

No. Consent is only required once per appointment — for the first recording. If you record additional sessions during the same appointment or cover multiple services, you do not need to collect consent again.

AI Scribe saves the recording up to the point of the crash. When you reopen the app, you will be presented with the option to save or discard the recording. Your session data is not permanently lost in the event of a crash.

For the best results:

Once the recording is processed, tap AI Insights from the appointment view. In the horizontal view, tap Details first, then AI Insights. The left panel displays the AI Charting Summary and the right panel shows the full recording transcript.

The banner color tells you the current status of your insights:

Yes. After reviewing the AI Charting Summary, tap Edit to make changes. Any manual edits you make are tracked and saved as a new version of the summary.

When a service includes multiple recordings, AI Scribe automatically consolidates insights from all recordings into a single, unified AI Charting Summary. You do not need to manually merge them.

Yes. AI Scribe maintains a full version history. Each new recording or manual edit creates a new version (V1, V2, etc.). Provider edits create sub-versions (e.g., V1.1, V2.3). To view version history, open the Insights page, tap the three-dot menu, and select Version History. You can compare current and previous versions, with edits and deletions clearly highlighted.

Yes. Navigate to the guest's profile, open the Forms Unified View tab, and click Insights next to the relevant appointment. This gives you full access to historical AI Charting Summaries across all past visits.

From the Recording Summary page, tap Fill forms using AI. Navigate to the form you want to fill (only AI-ready forms will appear), and tap Fill form using AI. The system will automatically populate relevant fields based on the insights generated from your recording. You can then review and manually adjust any field before saving or submitting.

An AI-ready form has AI instructions added to each relevant field, which tell the system exactly what information to populate from the charting summary. Only Form Builder forms can be made AI-ready. Instructions can be added manually or auto-generated by clicking Generate AI Instructions within the form settings.

Navigate to Configuration > Forms > Custom forms, search for the form, and click Add under the AI Instructions column. You will be prompted to add instructions for each field — either type them manually or use the Generate AI Instructions option. Click Save when done. To disable AI readiness for a form, return to the same screen, click Edit, and turn off the AI Ready toggle.

No. The Fill form using AI action can only be used once per form per appointment. However, you can always manually edit any fields that were automatically filled before saving or submitting the form.

Only fields that have AI instructions set up will be auto-populated. Fields without instructions will remain empty and will need to be filled manually. If you notice important fields are being skipped, ask your administrator to add or update the AI instructions for those fields in the form settings.

A charting layout defines the structure and format of the AI-generated clinical notes — for example, what sections appear, what subsections are included, and whether notes appear as bullet points or paragraphs. The layout is linked to specific services, so when a provider records a session for that service, the correct layout is automatically applied.

Yes. From Configuration > AI Scribe > AI Scribe charting template, click Add layout. You can build a layout from scratch by naming it, selecting a service context, choosing a text format, and adding sections and subsections. Predefined subsections are available for common clinical categories (e.g., Vital Signs, Skin Type, Clinical Observations), or you can create custom subsections with your own AI instructions.

Every new layout starts with five default sections: Patient Details, Clinical Observations, Health and Lifestyle, Additional Conversations, and Commercial Summary. You can add, edit, or remove sections as needed.

Yes. During the Assign to services step, you can toggle on individual services, subcategories, or entire categories. Note that each service can only be assigned to one layout at a time — services already linked to another layout will appear greyed out and unavailable.

Yes. AI Scribe provides a library of predefined templates (e.g., Acne Treatments, Body Contouring, Anti-Aging, LED Light Therapy). Browse the Predefined templates section on the charting template page and click Use on the template that best fits your service. You can then customize it further before activating.

Yes, absolutely. Before AI Scribe begins recording, you must inform the guest that the session will be recorded and obtain their written consent and signature. The consent screen in AI Scribe guides you through this process. Consent is voluntary — a guest may decline at any time and it will not affect their care.

According to the consent disclosure, recordings are securely stored in the guest's medical record and are accessible only by authorized personnel in compliance with privacy regulations. Access to recordings, transcripts, and insights is controlled by the permissions set on your security role.

Yes. The guest may stop the recording at any time. The consent form presented before recording clearly communicates this right to the guest. Providers can also pause or stop the recording from the AI Scribe interface at any point during the session.

This usually means one of the following: (1) Your security role does not have AI Scribe View permission enabled, (2) You do not have an active AI Scribe license, or (3) You are not using a supported device. Contact your administrator to check your permissions and license status.

If the banner shows a red Failed status, tap AI Insights and then tap Retry. If the issue persists, check that your recording was at least 30 seconds long and that there was minimal background noise. If the problem continues after retrying, contact your Zenoti support team.

AI Scribe can only fill fields that have AI instructions configured. Fields without instructions will always be left empty. Additionally, if a topic was not discussed during the recorded session, the AI will not populate that field. Check with your administrator about adding instructions to any fields that are being skipped regularly.

Recording must be done on the Zenoti Mobile App. However, once insights have been generated, you can view them and use them to fill forms from Zenoti Web — as long as you are using the latest guest profile (v2).

AI Scribe has a maximum recording duration of 1 hour per recording. The system sends alerts at 10, 5, and 1 minute before the limit is reached. Once the limit is hit, the recording stops automatically and prompts you to generate insights or start a new recording. Simply start a new recording to continue — all recordings for the same appointment are automatically consolidated in the final AI Charting Summary.