AI Case Notes (Audio Recording and Transcription)
AI Case Notes let you record conversations with the people you support, see a live transcription as you speak, and then generate structured case notes automatically using AI. Instead of spending time after a session writing up what was discussed, you can focus fully on the conversation and let Plinth handle the documentation.
Why use AI Case Notes?
Save time on documentation — AI generates structured case notes from your recording in seconds
Stay present in conversations — Focus on the person, not on taking notes
Consistent quality — Every note follows your organisation's template and standards
Live transcription — See what's being said in real time during the recording
Review and refine — Edit, comment on, and improve generated notes before saving
Full audit trail — Recordings, transcripts, and notes are stored together for reference
Prerequisites
AI Case Notes is a paid feature. To use it:
Your organisation must have the AI Case Notes feature enabled (contact Plinth if you don't see it)
You need to use a desktop browser (Chrome or Edge recommended) — mobile recording is not supported
Your browser must support microphone access (HTTPS required)
You must be an organisation administrator
The Recording Flow
Step 1: Open the Recording Studio
Go to AI Case Notes in the sidebar
Click New Recording (or navigate to the recording studio directly)
Alternatively, you can start a recording from a member's profile — this automatically links the finished notes to that person.
Step 2: Choose a Template
Before recording, select a case notes template that tells the AI how to structure your notes.
If your organisation has templates configured, choose the one that fits your session type
If only one template exists, it's selected automatically
If no templates have been created, the AI uses sensible default instructions
Templates define the structure, tone, and content expectations for the generated notes. See the Managing Templates section below for how to create them.
Step 3: Recording Options
Before you start, you can configure:
Save recording — Toggle whether the audio file is kept permanently. If turned off, audio is uploaded temporarily for processing and then deleted. The generated notes and transcript are always saved regardless.
Share tab audio — Optionally capture audio from a browser tab (useful for video calls). This mixes tab audio with your microphone so both sides of a conversation are captured.
Microphone — Select which microphone to use if you have multiple audio input devices.
Step 4: Record
Click Start recording
Grant microphone permission if prompted
Speak naturally — a live transcript appears as you talk, showing what the AI is hearing
You can pause and resume the recording as needed
The Live Assistant panel is available during recording for quick questions or actions based on what's been said so far
Step 5: Finish and Generate
Click Finish & generate when the conversation is complete
The AI processes the audio and generates structured case notes based on your selected template
A title is automatically generated (kept short and without personal identifying information)
The summary appears in the results view once processing completes
Post-Generation Tools
After your case notes are generated, several tools help you review, refine, and enhance them.
Full Transcript
Click Generate transcript to produce a detailed, speaker-diarised transcript of the entire recording. This gives you a word-for-word record of the conversation, useful for:
Checking specific details mentioned during the session
Verifying that the AI summary captured key points accurately
Having a complete record alongside the summarised notes
If a live transcript was captured during the session, the full transcript uses the audio as the source of truth and polishes the live version for accuracy.
Chat Assistant
The AI assistant (Pippin) is available after generation for follow-up tasks:
Ask questions about the conversation content
Request a follow-up email draft
Get action item summaries
Ask for specific details from the transcript
Validate Claims
The Research & Validate tool checks factual claims in your case notes against public sources. This helps ensure that any references to services, organisations, or factual statements are accurate.
Inline Comments
Hover over any section of the generated notes to leave a comment. Comments are saved and can be used to:
Flag sections that need rewording
Note corrections or additional context
Provide feedback for the AI improvement step
Generate Improved Notes
After adding comments, click Generate Improved to have the AI revise the notes based on your feedback. The system uses your comments alongside the original transcript to produce an updated version with changes highlighted, showing what was inserted, modified, or removed.
Rating
Rate the quality of the generated notes on a scale of 1 to 10. Ratings are saved with the recording and visible in the recordings dashboard.
Save to Member
If you started the recording from a member's profile (or have a member linked), click Save to member to add the generated case notes as an interaction on their profile. The note includes metadata about which template was used.
Recordings Library
List View
Go to AI Case Notes and select the Recordings view to see all recordings for your organisation:
Filter by who created the recording
Play audio directly (if the recording was saved with consent)
Rename or delete recordings
Download audio files
Click Summarise on any recording to re-generate notes using a different template
Dashboard View
The Dashboard view provides analytics on your team's recording activity:
Recording counts — How many recordings were made over time (daily, weekly, or monthly)
Total duration — Cumulative recording time in minutes
Average ratings — Quality ratings given to generated notes
Filter by date range and creator to focus on specific periods or team members
Managing Templates
Case notes templates define the instructions the AI follows when generating notes from a recording.
Creating a Template
Navigate to Manage Templates (accessible from the recording studio or settings)
Click Create template
Write your template instructions in markdown format
What to Include in a Template
Your template should describe:
Structure — What sections the note should have (e.g., "Session summary", "Key issues discussed", "Actions agreed")
Tone — How formal or informal the notes should be
Content expectations — What information must always be captured (e.g., risk indicators, next steps, mood/engagement observations)
Things to avoid — Any content that shouldn't appear (e.g., medical diagnoses, speculation)
Best Practices
Record with consent
Always ensure the person you're speaking with is aware of and consents to the recording. Use the Save recording toggle thoughtfully — if full audio retention isn't needed, turning it off means only the generated notes and transcript are kept.
Choose the right template
Different session types may benefit from different templates. A brief check-in call needs less structure than an initial assessment or crisis intervention.
Review before saving
AI-generated notes are a starting point, not a finished product. Always review the output before saving to a member's profile. Check for accuracy of key details, appropriate tone and language, and nothing sensitive or incorrect.
Use comments for refinement
Rather than manually rewriting large sections, use the inline commenting feature and then generate improved notes. This preserves the AI's structured format while incorporating your corrections.
Record regularly
The more consistently your team uses AI Case Notes, the better your documentation coverage will be. Regular use also provides meaningful data in the dashboard for tracking team activity.
Frequently Asked Questions
Do I need to keep the audio recording?
No. You can turn off Save recording before starting. The audio is uploaded temporarily for processing, then deleted. The generated notes and transcript are always saved.
Can I use this on my phone?
Not currently. AI Case Notes requires a desktop browser with microphone access.
Can I record both sides of a phone call?
If you're on a video or audio call through your browser, use the Share tab audio option to capture the call audio alongside your microphone. For phone calls on a separate device, only your side of the conversation will be recorded through the microphone.
What happens if my internet drops during recording?
The recording continues locally. Live transcription may pause during connectivity issues but the audio is preserved. When you click Finish & generate, the full audio is uploaded for processing.
Can I re-generate notes from an old recording?
Yes. From the recordings list, click Summarise on any recording that has saved audio. This opens the template testing view where you can generate new notes using a different template.
Who can see the recordings?
Recordings are scoped to your organisation. Organisation administrators can view all recordings. The dashboard shows activity across the team.
How long does generation take?
A few seconds for most recordings. Longer recordings may take slightly longer to process.
Can I edit the generated notes directly?
The recommended workflow is to use inline comments and then generate improved notes. This maintains the structured format. You can also edit the text when saving to a member's profile.