# Meelio Documentation > Meelio is an AI-powered clinical documentation platform built for integrative and functional health practitioners. It captures consultation audio, generates AI transcriptions, clinical notes (SOAP, DAP, PIE, BIRP, Narrative), care plans, and personalised meal plans. It integrates with Google Calendar, Cerbo EHR, and Practice Better. Available as a desktop app for macOS (14+) and Windows (10+). --- # Meelio Documentation URL: / Description: User guides and reference for the Meelio Desktop App. Welcome to the official documentation for the Meelio Desktop App. Meelio is an AI-powered clinical documentation platform built for integrative and functional health practitioners. Getting Started [#getting-started] New to Meelio? Start here. * [Download & Install](/getting-started/download-and-install) * [Create Your Account](/getting-started/create-your-account) * [macOS Permissions](/getting-started/macos-permissions) * [Connect Your Calendar](/getting-started/connect-your-calendar) * [Connect Your EHR](/getting-started/connect-your-ehr) * [Set Your Preferences](/getting-started/set-your-preferences) * [Quick Start Guide](/getting-started/quick-start-guide) Using Meelio [#using-meelio] Core features and daily workflows. * [Dashboard](/dashboard/overview) — Your home screen with appointments and recent consultations * [Consultations](/consultations) — Record, transcribe, and generate clinical documentation * [Patients](/patients) — Manage patient profiles, records, and care plans * [AI Assistant](/ai-assistant) — Chat with AI for clinical insights and document generation * [Templates](/templates) — Create and manage templates for notes, care plans, and meal plans Connecting Your Tools [#connecting-your-tools] * [Google Calendar](/integrations/google-calendar) * [Cerbo EHR](/integrations/cerbo-ehr) * [Practice Better](/integrations/practice-better) Managing Your Practice [#managing-your-practice] * [Account Settings](/settings/account) * [Practice Settings & Intelligence](/settings/practice) — Configure your organization details and manage your custom Practice Library (Practice DNA) * [Recording & Transcription](/settings/recording-and-transcription) * [AI & Summaries](/settings/ai-and-summaries) * [Team Management](/settings/team-management) *(Admin)* * [Billing & Subscription](/settings/billing-and-subscription) *(Owner)* Help [#help] * [Troubleshooting](/troubleshooting) * [Contact Support](/troubleshooting/contact-support) --- # Artifact Generation URL: /ai-assistant/artifact-generation Description: How Meelio's AI generates clinical notes, care plans, and meal plans. Meelio's AI can generate several types of clinical documents — called **artifacts** — from your consultations and patient data. Artifact Types [#artifact-types] | Type | Description | When Available | | ----------------- | --------------------------------------------------- | ---------------------- | | **Summary** | Concise overview of the consultation | After any recording | | **Clinical Note** | Structured clinical documentation (SOAP, DAP, etc.) | When patient is linked | | **Care Plan** | Personalized nutrition/treatment plan | When patient is linked | | **Meal Plan** | Detailed dietary plan with meals and targets | When patient is linked | How Generation Works [#how-generation-works] 1. **Request** — Ask the AI via chat or click a suggested action 2. **Context** — The AI uses the consultation transcript, patient records, and your templates 3. **Research** — Optionally enable [Web Search](post-consultation-chat#web-search--research) for current clinical guidelines or research 4. **Generation** — The document streams into the Artifact Panel in real time 5. **Review** — You can edit, refine with chat, or approve the result What the AI Considers [#what-the-ai-considers] When generating artifacts, the AI takes into account: * **Consultation transcript** — The full conversation from the recording * **Patient health profile** — Demographics, conditions, medications, allergies, lab results * **Existing plans** — Previous care plans and meal plans for context and continuity * **Your templates** — The structure and prompts defined in your template library * **Your specialty** — Tailored to your professional background * **Web Search results** — (Optional) Current clinical information and research papers Clinical Note Formats [#clinical-note-formats] Meelio supports multiple clinical note formats through templates: * **SOAP** — Subjective, Objective, Assessment, Plan * **DAP** — Data, Assessment, Plan * **PIE** — Problem, Intervention, Evaluation * **BIRP** — Behavior, Intervention, Response, Plan * **Narrative** — Free-form clinical narrative * **Custom** — Any format you define through templates Meal Plan Calculations [#meal-plan-calculations] When generating meal plans, the AI performs calculations including: * **BMR** — Basal Metabolic Rate (Mifflin-St Jeor formula) * **TDEE** — Total Daily Energy Expenditure with activity multipliers * **Macronutrient targets** — Protein, carbohydrate, and fat distribution * **Safety checks** — Medication interaction validation and calorie safety floors Tips for Better Results [#tips-for-better-results] * **Enable Web Search** — Use the Globe toggle to help the AI find the latest clinical guidelines or research papers for your documentation. * **Be specific** — "Generate a clinical note focusing on the dietary changes we discussed" produces better results than "Generate a note" * **Provide context** — If important information wasn't captured in the recording, tell the AI * **Use templates** — Custom templates help the AI match your preferred format and level of detail * **Iterate** — Ask for refinements rather than regenerating from scratch --- # Custom Prompts URL: /ai-assistant/custom-prompts Description: Customize the AI's behavior with your own system prompts. Meelio lets you customize the AI's behavior by modifying the system prompts that guide how it responds. This is an advanced feature for practitioners who want fine-tuned control over AI output. What Are System Prompts? [#what-are-system-prompts] System prompts are instructions that tell the AI how to behave, what tone to use, and what to focus on. Meelio has two separate prompts: * **Patient Chat Prompt** — Used for consultations and patient-specific conversations * **General Chat Prompt** — Used for general conversations without patient context Customizing Prompts [#customizing-prompts] 1. Go to **Settings → Recording & Transcription** 2. Scroll down to the **AI Prompts** section (click to expand) 3. Select the prompt you want to customize (Patient Chat or General Chat) 4. Toggle **Use Custom Prompt** on 5. Enter your custom prompt in the text area 6. Click **Save** > **Warning:** Modifying the system prompt can significantly affect AI behavior. Only change this if you understand how AI prompts work. Viewing the Default Prompt [#viewing-the-default-prompt] Before customizing, you can view the default prompt by clicking **View Default Prompt** under each prompt card. This shows you what the AI uses by default. Tips for Custom Prompts [#tips-for-custom-prompts] * **Start with the default** — Copy the default prompt and modify specific sections rather than writing from scratch * **Be specific** — Tell the AI what format to use, what to include, and what to avoid * **Test thoroughly** — Start a new chat session after changing prompts to see the effect * **Keep it focused** — Longer prompts aren't always better. Focus on the key behaviors you want to change Limitations [#limitations] * Maximum prompt length: 10,000 characters * Changes are saved locally to your device * You need to start a new chat session for prompt changes to take effect on ongoing conversations Resetting Prompts [#resetting-prompts] To go back to the default prompt: 1. Click **Reset** on the prompt card, or 2. Toggle off **Use Custom Prompt** The AI will immediately revert to its default behavior for new chat sessions. --- # General Agent URL: /ai-assistant/general-agent Description: Use Meelio's general-purpose AI assistant for clinical questions and research. The General Agent is Meelio's AI assistant for conversations that aren't tied to a specific patient or consultation. Accessing the General Agent [#accessing-the-general-agent] Click the **AI Agent** option in the navigation to open the general chat. Web Search & Research [#web-search--research] The General Agent is the ideal place for clinical research and staying current with medical literature. * **Enable Search** — Click the **Search** (globe) icon to allow the agent to search the web. * **Deep Search** — For complex topics, use the **Deep search** option (available via the arrow next to the Search button) for more exhaustive results. * **Verified Sources** — Every web-connected response includes a **Sources** section. Click any citation to view the original source in your system browser. * **Google Search Suggestions** — Use the "Related Google searches" dropdown for additional research paths. What You Can Use It For [#what-you-can-use-it-for] * **Clinical research** — Ask about medical topics, nutrition science, or treatment approaches * **General questions** — Get help with documentation formatting, terminology, or best practices * **Summary creation** — Generate summaries from meeting notes * **Template guidance** — Get help designing templates for your clinical documentation Example Prompts [#example-prompts] * "Search for the most recent clinical guidelines for PCOS management in 2025-2026" * "Explain the difference between SOAP and DAP note formats" * "Help me create a template for initial nutrition assessments" * "What supplements are contraindicated with metformin? Search for recent meta-analyses." Limitations [#limitations] The General Agent does not have access to specific patient data. For patient-specific conversations, use [Patient Chat](patient-chat) or the [Post-Consultation Chat](post-consultation-chat). Chat History [#chat-history] Your conversations with the General Agent are saved and accessible from the chat history. You can return to previous conversations to continue where you left off. --- # AI Assistant URL: /ai-assistant Description: Use Meelio's AI assistant for clinical insights, document generation, and patient-specific conversations. Meelio's AI assistant helps you generate clinical documentation, create care and meal plans, and answer questions about your patients. It understands the context of your consultations and patient records. In This Section [#in-this-section] 1. [Post-Consultation Chat](post-consultation-chat) — Chat with AI after a consultation 2. [Patient Chat](patient-chat) — AI conversations with patient context 3. [General Agent](general-agent) — General-purpose AI assistant 4. [Artifact Generation](artifact-generation) — Generating clinical notes, care plans, and meal plans 5. [Custom Prompts](custom-prompts) — Customize AI behavior with your own prompts --- # Patient Chat URL: /ai-assistant/patient-chat Description: Start AI conversations with a patient's full clinical context — without recording. Patient Chat lets you have AI conversations with a specific patient's clinical context loaded, without needing to record a consultation first. When to Use Patient Chat [#when-to-use-patient-chat] * **Between consultations** — Review a patient's plan or generate documentation without a new recording * **Care plan updates** — Ask the AI to create or revise a care plan based on existing data * **Meal plan generation** — Create a meal plan using the patient's profile and health records * **Clinical questions** — Ask the AI about the patient's history, medications, or treatment options Starting a Patient Chat [#starting-a-patient-chat] Patient Chat is fully integrated into the patient's detail page via the **Clinical Intelligence** panel, making it the primary entry point for querying patient context: 1. Navigate to the patient's detail page. 2. Under the **Clinical Intelligence** section, you can start a chat in one of three ways: * **Type a custom question** into the freeform composer and click the arrow button (or press `Enter`). * Click a **quick-start chip** (e.g., *Health Timeline*, *Protocol Recommendations*, or *Clinical Red Flags*). * Click a **document creation button** (e.g., *Clinical Note*, *Care Plan*, *Meal Plan*, or *Action List*). 3. The **Patient Chat** interface will open instantly with your chosen prompt and the patient's entire history pre-loaded. The AI has access to the patient's full history, including: * Health records and demographics * Past consultations and transcripts * Existing care plans and meal plans * Previous clinical notes Web Search & Research [#web-search--research] Patient Chat supports web search for clinical research and looking up current guidelines. * **Enable Web Search** — Click the **Globe icon (Search)** in the chat input area to toggle web search on or off. * **Deep Search** — When web search is enabled, click the arrow next to the Search button to toggle **Deep Search** for more comprehensive results. * **Citations** — Numbered citations are provided for information sourced from the web. Click any citation to view the source details. What You Can Ask [#what-you-can-ask] * "Create a meal plan for this patient's current goals" * "Search for the latest interaction studies between \[Supplement] and \[Medication]" * "Generate a care plan update based on their last consultation" * "What medications is this patient currently taking?" * "Draft a follow-up note for our last session" Generated Artifacts [#generated-artifacts] Any documents generated during a patient chat (care plans, meal plans, clinical notes) are saved to the patient's record, just like artifacts from a consultation. Access these from the respective tabs on the patient detail page. --- # Post-Consultation Chat URL: /ai-assistant/post-consultation-chat Description: Chat with the AI after a consultation to generate and refine clinical documentation. After recording a consultation, the Processing page includes a chat panel where you can interact with the AI to generate and refine clinical documentation. How It Works [#how-it-works] When you stop a recording and arrive at the Processing page: 1. The AI has access to the full consultation transcript 2. If the consultation is linked to a patient, the AI also has the patient's health context 3. You can ask the AI to generate artifacts or answer questions about the consultation Web Search & Research [#web-search--research] You can enable web search to allow the AI to look up current clinical information, research papers, or treatment guidelines while you chat. * **Enable Web Search** — Click the **Globe icon (Search)** in the chat input area to toggle web search on or off. * **Deep Search** — When web search is enabled, click the arrow next to the Search button to toggle **Deep Search**. This provides higher-quality, more comprehensive results (takes approximately 20 seconds longer). * **Citations** — When the AI uses information from the web, it will include numbered citations. Click these citations to view the source information and original links. Suggested Actions [#suggested-actions] The chat panel shows context-aware suggestions based on whether a patient is linked: **With a patient linked:** * Generate clinical note * Generate care plan * Generate meal plan **Without a patient (general meeting):** * Create summary note * Extract key points Click a suggestion or type your own request. Example Prompts [#example-prompts] * "Generate a clinical note for this consultation" * "Search for recent clinical trials on \[Topic] and summarize how they apply to this patient's case" * "What were the key action items from this session?" * "Create a care plan focused on the dietary changes we discussed" * "Make the clinical note more detailed" * "Summarize the patient's concerns" Refining Generated Documents [#refining-generated-documents] After the AI generates an artifact, you can continue the conversation to refine it: * "Add more detail to the assessment section" * "Make this more concise" * "Include the lab values we discussed" * "Change the follow-up timeline to 2 weeks" The AI updates the artifact in-place within its existing tab based on your instructions, ensuring you always see the latest version without duplicating tabs. Handling Failures [#handling-failures] If a message fails to send (due to a temporary connection issue, for example), you will see a "Not sent" indicator below your message. * Click **Retry** to attempt to send the message again. Chat vs. Direct Editing [#chat-vs-direct-editing] You have two ways to modify artifacts: * **Chat** — Ask the AI to make changes (best for significant restructuring or additions) * **Direct editing** — Click into the artifact panel and type (best for small corrections) Both approaches work together — you can mix and match as needed. --- # AI-Generated Artifacts URL: /consultations/ai-generated-artifacts Description: Clinical notes, care plans, and meal plans generated by Meelio's AI from your consultations. After a consultation, Meelio's AI can generate several types of clinical documents based on the conversation. These are called **artifacts**. Artifact Types [#artifact-types] Transcription [#transcription] The full text of the recorded consultation, with speaker identification where available. Summary [#summary] A concise overview of the consultation covering key discussion points, decisions made, and action items. If **Auto-generate summary** is enabled in your settings, this is created automatically. Clinical Note [#clinical-note] A structured clinical note following your chosen template format. Common formats include: * **SOAP** — Subjective, Objective, Assessment, Plan * **DAP** — Data, Assessment, Plan * **PIE** — Problem, Intervention, Evaluation * **BIRP** — Behavior, Intervention, Response, Plan * **Narrative** — Free-form clinical narrative > **Note:** Clinical notes are available when the consultation is linked to a patient. Care Plan [#care-plan] A personalized nutrition care plan based on the consultation discussion. Includes goals, recommendations, and follow-up actions. > **Note:** Care plans are available when the consultation is linked to a patient. Meal Plan [#meal-plan] A customized meal plan with dietary recommendations based on the patient discussion. Includes meals, portion guidance, and nutritional targets. > **Note:** Meal plans are available when the consultation is linked to a patient. Generating Artifacts [#generating-artifacts] You can generate artifacts in two ways: Via Chat [#via-chat] In the Chat Panel on the Processing page, type or click a suggestion: * "Generate a clinical note" * "Create a care plan" * "Build a meal plan" The AI will generate the artifact based on the consultation transcript and patient context. You can continue the conversation to refine these documents at any time. Via Templates [#via-templates] If you have custom templates set up, the AI uses your template's structure and prompts when generating artifacts. See [Templates](../templates//) for more. Artifact Status [#artifact-status] Each artifact shows a status indicator: * **Draft** — Newly generated or updated, not yet reviewed * **Approved** — You've reviewed and approved the content * **Modified** — You've manually edited the artifact after approval Working with Artifacts [#working-with-artifacts] In the Artifact Panel, you can: * **Edit** — Modify the content directly * **Refine** — Ask the AI via chat to update or improve the content * **Approve** — Mark the artifact as reviewed * **Copy** — Copy the content to your clipboard * **Download** — Export the artifact All artifacts are saved to the patient's record and can be accessed later from the patient detail page. --- # Consultation History URL: /consultations/consultation-history Description: View, access, and manage past consultations and their recordings, transcripts, and artifacts. Meelio keeps a record of all your consultations, including transcripts, notes, and generated artifacts. Accessing Recent Consultations [#accessing-recent-consultations] From the Dashboard [#from-the-dashboard] The **Recent Consultations** section on the Dashboard shows your most recent recordings. Click on any consultation to reopen it in the Processing view. From a Patient Record [#from-a-patient-record] 1. Navigate to the patient's detail page 2. View the consultation history for that specific patient 3. Click on a consultation to view its transcript and artifacts What's Saved [#whats-saved] Each consultation record includes: * **Recording metadata** — Date, duration, and consultation type * **Transcript** — The full text of the conversation * **Notes** — Any notes, bookmarks, or flags you added during recording * **AI Chat History** — The conversation with the AI during processing * **Artifacts** — All generated documents (clinical notes, care plans, meal plans, summaries) Reopening a Consultation [#reopening-a-consultation] When you reopen a past consultation, you're taken to the Processing view where you can: * Review the transcript and artifacts * Continue chatting with the AI about the consultation * Generate additional artifacts * Edit or approve existing artifacts Deleting a Consultation [#deleting-a-consultation] If you need to remove a consultation record: 1. Navigate to the consultation in the **Recent Consultations** list or the patient's **Consultations** tab 2. Click the **Delete** (trash icon) or select **Delete** from the actions menu 3. A safety warning will appear confirming the deletion 4. Confirm to permanently remove the consultation, transcript, and all associated artifacts > **Warning:** Deletion is permanent. Once a consultation is deleted, it cannot be recovered. Orphaned Recordings [#orphaned-recordings] If a recording failed to upload or was interrupted, Meelio shows a warning on the Dashboard with a **View** button. This takes you to the [Recording Recovery](../troubleshooting/recording-recovery) page where you can retry the upload or delete the recording. --- # Consultations URL: /consultations Description: Record consultations, transcribe audio, and generate AI-powered clinical documentation. Consultations are the core of Meelio. Record patient visits, get real-time or enhanced transcriptions, and let AI generate clinical notes, care plans, and meal plans from the conversation. The Consultation Lifecycle [#the-consultation-lifecycle] 1. **Start** — Begin a consultation from the Dashboard, a patient record, or a calendar appointment 2. **Record** — Capture audio with real-time transcript and notes 3. **Process** — AI transcribes and generates clinical artifacts 4. **Review** — Edit, refine, and finalize your documentation In This Section [#in-this-section] 1. [Start a Consultation](start-a-consultation) — Ways to begin a new consultation 2. [Recording](recording) — Controls, notes, and bookmarks during recording 3. [Transcription Modes](transcription-modes) — Live vs. Enhanced transcription 4. [Processing](processing) — What happens after you stop recording 5. [AI-Generated Artifacts](ai-generated-artifacts) — Clinical notes, care plans, and meal plans 6. [Review & Edit](review-and-edit) — Finalizing your documentation 7. [Consultation History](consultation-history) — Viewing past consultations --- # Processing URL: /consultations/processing Description: What happens after you stop recording — the Processing view for transcription, AI chat, and artifact generation. After you stop a recording, Meelio automatically transitions to the Processing view. This is where you interact with the AI to generate clinical documentation. Layout [#layout] The Processing page is split into two panels: * **Chat Panel** (left) — Converse with the AI about the consultation * **Artifact Panel** (right) — View and edit generated documents, transcripts, and pre-consult data You can resize the panels by dragging the divider between them. Artifact Panel Tabs [#artifact-panel-tabs] The Artifact Panel organizes different views into tabs: * **Transcription** — The full text of the consultation * **Pre-consult report** — The summary generated before the appointment (if available) * **Session notes** — The notes you typed during the recording * **AI Artifacts** — Generated documents like Clinical Notes, Care Plans, and Meal Plans Header [#header] The header shows: * **Title** — The consultation title (patient name, appointment title, or "Meeting") * **Patient name** — If linked to a patient (clicking on the patient's name will open their profile page directly) * **Actions menu** (three dots icon): * **Rename** — Change the consultation title * **Link to Patient** — Link a meeting to a patient record Transcription [#transcription] If using Enhanced (Batch) transcription, the full transcript is processed after the recording stops. You can view it in the **Transcription** tab of the Artifact Panel. If using Live transcription, the transcript captured during the recording is already available. Auto-Summary [#auto-summary] If you have **Auto-generate summary** enabled in Settings, Meelio automatically generates a summary of the consultation when you arrive at the Processing page. The summary streams in real-time to the Artifact Panel. Using the Chat [#using-the-chat] The Chat Panel lets you interact with the AI to generate documentation. You can type instructions or use the **Template Picker** to quickly generate specific documents. Template Picker [#template-picker] Above the chat input, you'll find buttons for each artifact type (Clinical Note, Care Plan, Meal Plan). Clicking these opens a picker where you can: 1. Browse templates from your **Organization** or **Global** library 2. See which templates are set as your defaults 3. Select a template to immediately trigger generation based on that format Suggested Actions [#suggested-actions] When no template is selected, you can click suggested actions: **With a patient linked:** * "Generate clinical note" * "Generate care plan" * "Generate meal plan" **Without a patient (general meeting):** * "Create summary note" * "Extract key points" You can also ask follow-up questions, request changes to generated documents, or ask for more detail on specific topics. Web Search [#web-search] While chatting, you can enable **Web Search** by clicking the globe icon below the chat input. This allows the AI to pull in the latest clinical research or guidelines to inform your documentation. For more details, see [Web Search in Post-Consultation Chat](/ai-assistant/post-consultation-chat#web-search). Handling Failures [#handling-failures] If a message fails to send, a "Not sent" indicator will appear. Click **Retry** to try again. Linking a Patient After Recording [#linking-a-patient-after-recording] If you recorded a general meeting and want to link it to a patient: 1. Click the **actions menu** (three dots) in the header 2. Select **Link to Patient** 3. Search for and select the patient Once linked, you'll have access to patient-specific AI tools and templates. Closing the Processing View [#closing-the-processing-view] Click the **Close** button (X icon) in the header to return to the Dashboard. Your consultation and any generated artifacts are automatically saved. --- # Recording URL: /consultations/recording Description: Using the recording view — controls, notes, bookmarks, and transcript during a consultation. When a consultation starts, Meelio opens the Recording view. Audio capture begins automatically. What's Captured [#whats-captured] * **Microphone** — Your voice (the practitioner) * **System Audio** — Your patient's voice during video calls, or any audio played through your computer's speakers The Recording View [#the-recording-view] Pre-consult Report and Notes [#pre-consult-report-and-notes] For consultations linked to a scheduled appointment, Meelio displays a side-by-side view: * **Pre-consult Report** (left) — A summary of the patient's history, previous notes, and relevant data to prepare you for the session. * **Notes Panel** (right) — Your active workspace for typing observations, bookmarks, and flags during the recording. If no pre-consult report is available, the Notes Panel expands to fill the top section. Notes Panel Controls [#notes-panel-controls] * Type clinical observations, reminders, or key points * Click **Bookmark** to mark a specific moment in the recording * Click **Flag** to flag an important observation Notes are saved with the consultation and available during the processing step as the **Session Notes** tab. Live Transcript [#live-transcript] The bottom section shows the live transcript (when using Live transcription mode). * **Clinician** text appears in blue bubbles (right-aligned) * **Patient** text appears in white bubbles (left-aligned) * A **search bar** lets you find text in the transcript * Toggle **Auto-scroll** to automatically follow the latest text * Click **Jump to latest** if you've scrolled up > **Note:** Speaker differentiation may vary depending on audio quality and transcription mode. Recording Control Bar [#recording-control-bar] A persistent control bar is visible at the bottom of the screen during recording, even if you navigate to other pages or close the main window. * **Recording indicator** — Red pulsing dot with "Recording" label * **Timer** — Shows elapsed recording time (HH:MM:SS) * **Mode toggle** — Switch between In-Person, Telehealth, and Meeting modes * **Link to Patient** — Appears for meetings without a patient linked (blue button) * **Stop** — Red button to end the recording * **Full View** — Returns to the full recording page if you've navigated away > **Pro Tip:** You can safely close the main Meelio window during a recording to clear your screen. Meelio will continue recording in the background, and the recording control bar will remain visible. Linking a Patient During Recording [#linking-a-patient-during-recording] If you started a general meeting and want to link it to a patient: 1. Click **Link to Patient** on the recording control bar 2. Search for or select a patient from the picker 3. The meeting is converted to a consultation with that patient's context Stopping the Recording [#stopping-the-recording] 1. Click the **Stop** button (red square icon) 2. Confirm in the dialog that appears 3. Meelio uploads the audio and automatically transitions to the [Processing](processing) page --- # Review & Edit URL: /consultations/review-and-edit Description: Review, edit, and finalize AI-generated clinical documentation. After the AI generates documentation, you should review and refine it before finalizing. Meelio makes it easy to edit artifacts and use the AI to improve them. Reviewing an Artifact [#reviewing-an-artifact] 1. In the Processing view, click the tab for the artifact you want to review (e.g., **Clinical Note**, **Care Plan**) 2. Read through the generated content 3. The artifact starts in **Draft** status Editing Content [#editing-content] Click into the artifact text area to make direct edits. You can: * Correct any inaccuracies * Add additional observations * Remove irrelevant information * Adjust formatting Using AI to Refine [#using-ai-to-refine] Instead of editing manually, you can ask the AI to make changes via the Chat Panel: * "Make the clinical note more detailed" * "Add a follow-up plan to the care plan" * "Make the summary more concise" * "Include the lab values we discussed" The AI will update the artifact in-place within its existing tab based on your instructions. This allows you to iterate on a document while maintaining a single, consistent version. Approving an Artifact [#approving-an-artifact] When you're satisfied with the content: 1. Click the **Approve** button on the artifact 2. The status changes from **Draft** to **Approved** (shown with a green indicator) If you make further edits after approving, the status changes to **Modified**. Exporting [#exporting] You can export artifacts using the toolbar: * **Copy** — Copies the content to your clipboard (useful for pasting into your EHR) * **Download** — Exports the artifact as a PDF file > **Tip:** You can customize the look and feel of your PDF exports (including themes, logos, and accent colors) in [Document Settings](../settings/documents). Where Artifacts Are Saved [#where-artifacts-are-saved] All artifacts are automatically saved to the consultation record. If the consultation is linked to a patient, you can access the artifacts from: * The patient detail page under the relevant tab (Care Plans, Meal Plans, etc.) * The consultation history for that patient --- # Start a Consultation URL: /consultations/start-a-consultation Description: How to begin a consultation or meeting from the Dashboard, a patient record, or a calendar appointment. There are several ways to begin a recording in Meelio. The recording starts automatically once you initiate a consultation. From the Dashboard [#from-the-dashboard] 1. Click the **Start New Consultation** button on the Dashboard 2. Meelio opens the Recording view and begins recording immediately 3. By default, this starts as a **Meeting** (not linked to a patient) 4. You can link it to a patient during or after the recording From an Upcoming Appointment [#from-an-upcoming-appointment] If you've connected your Google Calendar, upcoming appointments appear on your Dashboard. 1. Click on an appointment in the **Coming Up** section 2. Meelio begins recording with the appointment context pre-loaded 3. If the appointment matches a patient in your records, it will be linked automatically From a Patient Record [#from-a-patient-record] 1. Navigate to the patient's detail page 2. Click **Start Consultation** 3. The recording starts with the patient already linked Importing a Consultation from a Transcript [#importing-a-consultation-from-a-transcript] If you have a written transcript from a past consultation (e.g., from an old Zoom call or legacy recording system), you can import it directly to Meelio instead of recording a new session: 1. Navigate to the patient's detail page. 2. Click the **More actions** (`...` icon) menu on the top-right of the patient header and select **Import transcript**. (Alternatively, if the patient has no recorded consultations yet, click the **Import transcript** button under the **Consultations** tab). 3. Paste your transcript text into the input field. For best results, organize the text by speaker prefixes (e.g., *Practitioner:* and *Patient:*). 4. Click **Import** (or use the shortcut `Ctrl + Enter` / `Cmd + Enter`). Meelio will create a new consultation record, link it to the patient, and automatically transition to the **Processing** view where the AI generates clinical notes, care plans, or meal plans from the transcript content, exactly as if it had been recorded live. Consultations vs. Meetings [#consultations-vs-meetings] * **Consultation** — A recording linked to a specific patient. AI-generated documentation includes patient-specific context (care plans, meal plans, clinical notes) * **Meeting** — A general recording without a patient. Can be converted to a consultation by linking a patient during or after recording > **Note:** You can always link a patient to a meeting later. See [Recording](recording) for how to link during recording, or [Processing](processing) for how to link after recording. --- # Transcription Modes URL: /consultations/transcription-modes Description: Understand the difference between Live and Enhanced transcription in Meelio. Meelio offers two transcription modes. You can switch between them in **Settings → Recording & Transcription**. Live Transcription [#live-transcription] Live mode provides real-time text as you speak during the consultation. **How it works:** * Audio is streamed to the transcription service as you record * Text appears in the transcript panel within seconds * Speaker identification happens in real time **Best for:** * Following along during a consultation * Noting when specific topics were discussed * Consultations where you want immediate feedback **Trade-off:** Slightly lower accuracy than Enhanced mode, especially for medical terminology. Enhanced Transcription (Batch) [#enhanced-transcription-batch] Enhanced mode processes the full audio after you stop recording, delivering higher accuracy. **How it works:** * Audio is recorded locally during the consultation * After you stop recording, the full audio is sent for processing * Transcription happens on the server with advanced models * Better speaker identification and medical term recognition **Best for:** * Maximum transcription accuracy * Better speaker differentiation * Situations with medical terminology or complex discussions **Trade-off:** No live transcript visible during the consultation. The transcript appears during the processing step. Switching Modes [#switching-modes] 1. Go to **Settings → Recording & Transcription** 2. Under **Transcription Engine**, select **Live** or **Batch** 3. The change applies to your next consultation > **Note:** Regardless of mode, you can always type notes manually during the recording. The notes are saved alongside the transcript. --- # Dashboard URL: /dashboard Description: Navigate the Meelio Dashboard — your home screen for appointments, consultations, and quick actions. The Dashboard is your home screen in Meelio. From here you can start new consultations, view upcoming appointments, and access recent consultation records. In This Section [#in-this-section] 1. [Overview](overview) — What the Dashboard shows and how to use it 2. [Upcoming Appointments](upcoming-appointments) — Calendar-synced appointment list 3. [Recent Consultations](recent-consultations) — Quick access to past consultations --- # Dashboard Overview URL: /dashboard/overview Description: Navigate the Meelio Dashboard — your home screen for starting consultations and viewing appointments. The Dashboard is the first screen you see after signing in. It gives you quick access to start consultations, view upcoming appointments, and return to recent sessions. Welcome Section [#welcome-section] At the top of the Dashboard, you'll see a personalized greeting with: * **"Welcome back, \[Name]"** — Your first name * **"AI-powered clinical documentation for every consultation"** — A quick reminder of what Meelio does * **Start New Consultation** — The primary action button to begin recording Coming Up [#coming-up] If you've connected your Google Calendar, the **Coming Up** section shows your upcoming appointments. Each appointment card shows: * Appointment title * Scheduled time * Patient name (if matched) Click an appointment to start a consultation with that appointment's context. Recent Consultations [#recent-consultations] The **Recent Consultations** section shows your most recent recordings. Click any consultation to reopen it in the Processing view. Quick Search (Command Palette) [#quick-search-command-palette] Access Meelio's powerful search and navigation tool by clicking the search bar in the top navigation or using the keyboard shortcut: * **macOS:** `Cmd + K` * **Windows:** `Ctrl + K` The command palette allows you to: * **Search for patients** — Quickly find and navigate to any patient record * **Access recent items** — View and jump into your most recent patients and consultations * **Execute commands** — Navigate to Settings, Appointments, or start a new consultation Notifications [#notifications] The Dashboard may show notifications at the top for: * **Unsaved recordings** — If a previous recording failed to upload, you'll see a warning with a **View** link to the recovery page * **Updates available** — When a new version of Meelio is ready Navigation [#navigation] From the Dashboard, you can access all parts of Meelio: * **Top bar** — Search (Cmd+K / Ctrl+K), Settings, user menu * **Start New Consultation** — Begin recording immediately * **Appointments** — Jump into a scheduled visit * **Recent Consultations** — Continue working on past sessions --- # Recent Consultations URL: /dashboard/recent-consultations Description: Access your most recent consultations from the Dashboard or Command Palette. The **Recent Consultations** section on the Dashboard provides quick access to your most recent recordings and sessions. What's Shown [#whats-shown] Each consultation entry displays: * **Title** — The consultation or meeting name * **Patient name** — If linked to a patient (clicking on the patient's name will navigate you directly to their profile page) * **Date and time** — When the consultation took place * **Duration** — Length of the recording Opening a Past Consultation [#opening-a-past-consultation] Click on any consultation to reopen it in the Processing view, where you can: * Review the transcript * View generated artifacts (clinical notes, care plans, meal plans) * Continue chatting with the AI * Generate additional documentation Accessing Recents from Anywhere [#accessing-recents-from-anywhere] You can also quickly access your recent consultations and patients from anywhere in the app using the **Command Palette**: 1. Press `Cmd + K` (macOS) or `Ctrl + K` (Windows) 2. Your most recent items are displayed at the top of the list 3. Select a consultation or patient to jump directly to it Finding Older Consultations [#finding-older-consultations] For consultations not shown on the Dashboard or Command Palette, navigate to the specific patient's detail page to see their full consultation history. See [Consultation History](../consultations/consultation-history) for more. --- # Upcoming Appointments URL: /dashboard/upcoming-appointments Description: View and start consultations from your synced calendar appointments. The **Coming Up** section on the Dashboard shows your next scheduled appointments, synced from Google Calendar or connected Electronic Health Record (EHR) systems (such as Cerbo or Practice Better). Requirements [#requirements] To see appointments on your dashboard, you need to: 1. **Connect a calendar source** — Either connect your personal Google Calendar (see [Connect Your Calendar](../getting-started/connect-your-calendar)) or have your practice administrator connect an EHR integration (like Cerbo or Practice Better). 2. **Link your practitioner profile (EHR Only)** — If your organization is connected to an EHR, you must map your Meelio practitioner account to your EHR profile. If you have not done this yet, a prompt will appear in the **Coming Up** section saying *"See your \[EHR Provider] appointments here"* with a **Link my calendar** button. Click it to match and link your profile in seconds. 3. **Have upcoming events** — Ensure you have active, upcoming consultations or meetings scheduled on your linked calendar. What's Shown [#whats-shown] Each appointment card displays: * **Appointment title** — From your calendar event * **Time** — Scheduled start time and a live relative duration (e.g., "in 15 mins") * **Patient name** — If Meelio can match the appointment to a patient in your records * **Pre-consult Report** — If a pre-consultation report has been generated, a preview or link will appear directly on the card, allowing you to review patient status before the meeting starts. * **Record Button** — A highly discoverable record button on the right side of each card, featuring a gray record indicator that dynamically turns red upon card-hover or focus. Starting a Consultation from an Appointment [#starting-a-consultation-from-an-appointment] Each appointment card in the **Coming Up** list is designed as an all-in-one clickable card (using an accessible clickable-card pattern). To start recording, you can click anywhere on the appointment card, or click the **Record** button directly. When clicked, Meelio will: 1. Open the Recording view 2. Begin recording automatically 3. Pre-load the appointment context (title, patient if matched) 4. Display the **Pre-consult Report** side-by-side with your notes (see [Recording](../consultations/recording)) Syncing & Live Status Indicators [#syncing--live-status-indicators] Appointments are synced automatically when you launch Meelio or navigate to the dashboard. You can also trigger a manual sync by clicking the **Sync/Refresh** icon (rotating arrows) in the **Coming Up** header. When updates are running, live status indicators appear: * **Updating...** — Displayed when Meelio is retrieving local calendar or account differences. * **Syncing...** — Displayed when active EHR records or schedules are syncing in the background. --- # Connect Your Calendar URL: /getting-started/connect-your-calendar Description: Connect Google Calendar to sync appointments and streamline consultations. Connecting your Google Calendar lets Meelio show upcoming appointments on your Dashboard and auto-link recordings to patient visits. > **Note:** This step is optional during onboarding. You can always connect your calendar later from [Settings → Integrations](../integrations/google-calendar). Benefits [#benefits] * **Never miss recording a consultation** — See your schedule at a glance * **Auto-start recording for scheduled visits** — Jump straight into recording from an appointment * **Pre-load patient context automatically** — Meelio matches appointments to patient records How to Connect [#how-to-connect] 1. On the **Calendar** step during onboarding (or in **Settings → Integrations**), click **Connect** next to Google Calendar 2. A Google sign-in window will appear — select your Google account 3. Review the permissions and click **Allow** 4. You'll be redirected back to Meelio with your calendar connected Once connected, you'll see a green checkmark and "Connected" status. What Meelio Can Access [#what-meelio-can-access] * **Read-only access** — Meelio reads your calendar events but never modifies them * Only future and recent appointments are synced * Meelio matches appointment titles and attendees to your patient records Disconnecting [#disconnecting] To disconnect your calendar at any time, go to **Settings → Integrations** and click **Disconnect** next to Google Calendar. Skipping This Step [#skipping-this-step] If you prefer not to connect your calendar now, click **Skip for now**. You can always set it up later from **Settings → Integrations**. --- # Connect Your EHR URL: /getting-started/connect-your-ehr Description: Connect your EHR or practice management system to sync patient data with Meelio. Connect your Electronic Health Record (EHR) or practice management system to sync patient data, appointment schedules, and clinical notes with Meelio. > **Admin only:** EHR setup is shown during onboarding only to organization creators/admins. Team members can skip this step — the admin configures EHR integration for the whole practice. > **Note:** This step is optional. You can set it up later from [Settings → Integrations](../integrations//). Supported EHR Systems [#supported-ehr-systems] * **Cerbo** — Full bi-directional sync * **Practice Better** — Full bi-directional sync * More integrations coming soon Benefits [#benefits] * **Import patient demographics** — No manual data entry * **Access appointment schedules** — Synced with your EHR calendar * **Export clinical notes automatically** — Send notes back to your EHR * **Sync meal plans to client portal** — Share plans with patients How to Connect [#how-to-connect] 1. On the **EHR** step during onboarding, select your EHR provider 2. An authentication dialog will appear — enter your EHR credentials 3. Follow the provider-specific authorization steps 4. Once connected, you'll see a green "EHR Connected!" confirmation For detailed setup instructions for each provider, see: * [Cerbo EHR](../integrations/cerbo-ehr) * [Practice Better](../integrations/practice-better) Skipping This Step [#skipping-this-step] Click **Skip for now** to proceed without connecting an EHR. You can configure it later from **Settings → Integrations**. --- # Create Your Account URL: /getting-started/create-your-account Description: Sign up for Meelio using email link, password, or passkey authentication. When you open Meelio for the first time, you'll be guided through onboarding. The first step after the welcome screen is authentication. Sign Up with Email Link (Recommended) [#sign-up-with-email-link-recommended] 1. On the **Sign In** step, enter your email address 2. Click **Send Sign-In Link** 3. Check your email inbox for a message from Meelio 4. Click the link in the email — it will open the Meelio app and sign you in automatically > **Note:** The sign-in link works for both new and existing accounts. If you don't have an account yet, one will be created for you. Sign In with Password [#sign-in-with-password] If you prefer to use a password: 1. On the **Sign In** step, click **Sign in with password instead** 2. Enter your email and password 3. Click **Sign In** Sign In with Passkeys (Biometric Login) [#sign-in-with-passkeys-biometric-login] Meelio supports secure, passwordless authentication using **Passkeys** (such as Apple Touch ID, Windows Hello, or physical security keys). Passkeys allow you to sign in instantly without typing a password or waiting for an email link. Setting Up a Passkey [#setting-up-a-passkey] * **On the Dashboard:** After completing onboarding or signing in via an email link, if you do not have a passkey set up on this device, Meelio will present a friendly **Passkey Enrollment** prompt. Click **Add a passkey** to set one up, or **Not now** to dismiss the prompt for 30 days. * **In Settings:** You can also add and manage passkeys at any time by going to [Settings → Account](../settings/account#passkeys). Signing In with Your Passkey [#signing-in-with-your-passkey] Once a passkey is enrolled for your account on your device, Meelio will remember your preference: 1. When you launch Meelio, your email will be pre-filled on the sign-in page. 2. The primary button will automatically update to **Sign in with Passkey**. 3. Click the button and complete the brief biometric scan (e.g., Touch ID, face recognition, or PIN) via your system browser to sign in instantly. 4. If you ever need to sign in with another method, click **Other ways to sign in** to access email link or password options. Join Your Organization [#join-your-organization] After signing in, you'll be asked to join or create an organization. If you have an invite code [#if-you-have-an-invite-code] Your organization admin will have sent you an 8-character invite code (format: `XXXX-XXXX`). 1. Select **Join with invite code** 2. Enter the invite code from your invitation email 3. Click **Validate Code** 4. Once validated, you'll see the organization name — click **Accept Invitation** If you're creating a new organization [#if-youre-creating-a-new-organization] 1. Select **Create organization** 2. Enter your **Organization Name** (e.g., "Wellness Nutrition Clinic") 3. Select your **Country** 4. Enter your **First Name** and **Last Name** 5. (Optional) If you have a referral code from a colleague, toggle the **Referral Code** field, type or paste the code, and let the system validate it. This ensures you receive any associated promotional rewards (e.g., your first month free). 6. Click **Create Organization** Invite Your Team (Optional Onboarding Step) [#invite-your-team-optional-onboarding-step] If you are creating a new organization, Meelio will present an optional **Invite your team** onboarding step before proceeding. This step is designed for fast, repeat entry so you can bootstrap your clinic immediately: * Enter a colleague's **First Name**, **Last Name**, and **Email address**. * Click **Add** (or press `Enter`) to send an invitation email with their secure onboarding link and invite code immediately. * The colleague will appear in the "Invited" list at the bottom of the screen. * You can add multiple colleagues one after another. * If you have no team members to invite yet, the primary button displays **Skip for now**. Once you send at least one invitation, the button flips to **Continue**. > **Note:** The person who creates the organization becomes the owner/admin. You can always invite more team members later or manage sent invitations from [Team Management](../settings/team-management). Accept Terms [#accept-terms] After joining or creating an organization, you'll be asked to review and accept Meelio's terms of service and privacy policy. Read through the terms and click **Accept** to continue. What's Next [#whats-next] After creating your account, you'll continue through the onboarding steps: * [macOS Permissions](macos-permissions) — Grant the access Meelio needs to record * [Set Your Preferences](set-your-preferences) — Tell us about your specialty * [Connect Your Calendar](connect-your-calendar) — Sync appointments (optional) * [Connect Your EHR](connect-your-ehr) — Link your practice management system (optional) --- # Download & Install URL: /getting-started/download-and-install Description: Download and install the Meelio Desktop App on macOS or Windows. System Requirements [#system-requirements] macOS [#macos] * macOS 14.4 (Sonoma) or later * Apple Silicon (M1/M2/M3/M4) or Intel processor * Minimum 4 GB RAM * Internet connection required Windows [#windows] * Windows 10 or later * Internet connection required Download [#download] 1. Visit [meelio.ai](https://meelio.ai) and go to the **Download** page 2. Select the version for your operating system: * **macOS (Apple Silicon)** — For Macs with M1, M2, M3, or M4 chips * **macOS (Intel)** — For older Macs with Intel processors * **Windows** — For Windows PCs > **Note:** Not sure which Mac you have? Click the Apple menu () in the top-left corner and select **About This Mac**. If you see "Apple M1" or similar, choose Apple Silicon. If you see "Intel", choose Intel. Install on macOS [#install-on-macos] 1. Open the downloaded `.dmg` file 2. Drag the **Meelio** icon into the **Applications** folder 3. Open **Applications** and double-click **Meelio** 4. If macOS shows a security warning, click **Open** to confirm Install on Windows [#install-on-windows] 1. Run the downloaded installer (`.exe`) 2. Follow the installation wizard 3. Meelio will be available in your Start menu after installation Desktop App Features [#desktop-app-features] * **Menu Bar / System Tray** — On macOS, you can find the Meelio icon in the top menu bar. On Windows, it is in the system tray (bottom-right). Click this icon to quickly: * Check recording status * Access settings * **Sign Out** of your account * **Window Management** — On macOS, you can double-click the title bar of the app to zoom or maximize the window. * **Background Processes** — Meelio runs as a native desktop app to ensure high-quality recording and background processing even when minimized. Updating Meelio [#updating-meelio] Meelio checks for updates automatically. When an update is available, it is downloaded in the background so you can continue working without interruption. When an update is ready to be applied: 1. You'll see an **Update Ready** notification or a badge on your avatar. 2. Click the notification or your **avatar** and select **Restart to Update**. 3. Meelio will restart and apply the update. > **Note:** Meelio defers installation until you choose to restart. Once the update is downloaded, the installation process can complete even if you are offline. Troubleshooting Updates [#troubleshooting-updates] If an automatic update fails: * **Manual Download** — Visit [meelio.ai/download](https://meelio.ai/download) to download the latest version. * **macOS Installation Issues** — If you receive an error on macOS during an update, try downloading the latest DMG manually, dragging Meelio to your Applications folder, and choosing **Replace** when prompted. * **Antivirus/Firewall** — Ensure that Meelio has permission to access the internet to download updates. To manually check for updates: 1. Click your **avatar** in the top-right corner 2. Select **Check for Updates** 3. If an update is available, follow the prompts to download and restart. --- # Getting Started URL: /getting-started Description: Download, install, and set up the Meelio Desktop App. Get up and running with the Meelio Desktop App. These guides walk you through downloading, installing, and configuring Meelio so you can start recording consultations and generating clinical documentation. In This Section [#in-this-section] 1. [Download & Install](download-and-install) — System requirements and installation 2. [Create Your Account](create-your-account) — Sign up or sign in with email 3. [macOS Permissions](macos-permissions) — Grant microphone and screen recording access 4. [Connect Your Calendar](connect-your-calendar) — Sync Google Calendar appointments 5. [Connect Your EHR](connect-your-ehr) — Link Cerbo or Practice Better 6. [Set Your Preferences](set-your-preferences) — Specialty, profile, and provider identifiers 7. [Quick Start Guide](quick-start-guide) — Your first consultation in 5 minutes --- # macOS Permissions URL: /getting-started/macos-permissions Description: Grant microphone and system audio recording permissions for Meelio on macOS. Meelio needs two permissions on macOS to capture consultation audio. Both are required for recording to work. Required Permissions [#required-permissions] Microphone Access [#microphone-access] Records your voice during consultations. * Your recordings stay private and are encrypted * Meelio only records when you explicitly start a consultation System Audio Recording [#system-audio-recording] Captures your patient's voice during video calls (Zoom, Google Meet, etc.). * This permission was previously labeled "Screen Recording" in older versions of macOS * Meelio only uses this to capture audio from your video conferencing apps, not visual screen content * Meelio only records audio when you start a consultation session Granting Permissions During Onboarding [#granting-permissions-during-onboarding] During the setup wizard, you'll see two permission cards: 1. Click **Enable** next to **Microphone Access** 2. In the macOS dialog that appears, click **Allow** 3. Click **Enable** next to **System Audio Recording** 4. In the macOS dialog that appears, click **Allow** > **Note:** Meelio can now start recording immediately after you grant these permissions. Unlike previous versions, you no longer need to restart the app for permissions to take effect. If the macOS Dialog Doesn't Appear [#if-the-macos-dialog-doesnt-appear] If clicking **Enable** doesn't show a system dialog, you can grant permissions manually: 1. Open **System Settings** (Apple menu → **System Settings**) 2. Go to **Privacy & Security** 3. For microphone: Click **Microphone** → Toggle **Meelio** on 4. For system audio: Click **System Audio Recording** (or **Screen Recording**) → Toggle **Meelio** on Windows [#windows] On Windows, audio permissions are granted automatically. No manual configuration is needed — you'll see an informational screen during onboarding confirming this. Security & Privacy [#security--privacy] * Meelio is HIPAA and PIPEDA compliant * All recordings are end-to-end encrypted * Audio is never used for AI training * Meelio only captures audio during active consultation sessions Troubleshooting [#troubleshooting] If you're having trouble with permissions after onboarding, see [Troubleshooting: macOS Permissions](../troubleshooting/macos-permissions). --- # Quick Start Guide URL: /getting-started/quick-start-guide Description: Record your first consultation and generate clinical documentation in 5 minutes. You've installed Meelio and completed onboarding — here's how to get started immediately, either with a **Sample Consultation** or by recording your first live session. Getting Started with a Sample Consultation [#getting-started-with-a-sample-consultation] For first-time users, the easiest way to experience Meelio is to launch the **Sample Consultation** at the end of onboarding: 1. On the final **Onboarding** screen, click **Try Sample Consultation**. 2. Meelio will automatically bootstrap a demo patient and simulated consultation tailored to your selected specialty. 3. You will be dropped directly into the **Processing** view, pre-populated with a full transcript and an auto-generated summary. 4. Try out the **AI Chat** by clicking suggestions like "Generate clinical note" or asking custom questions to see the AI generate documents in real-time. *** Recording Your First Consultation [#recording-your-first-consultation] Ready to record a real session? Follow these simple steps. Step 1: Start a Consultation [#step-1-start-a-consultation] From the **Dashboard**, click the **Start New Consultation** button. You can also start a consultation: * From an upcoming appointment on your Dashboard * From a patient's detail page Step 2: Record the Consultation [#step-2-record-the-consultation] Once the recording starts: * **Your microphone** captures your voice * **System audio** captures your patient's voice (for video calls) * A **live transcript** appears on the right side of the screen (if using Live mode) * Use the **Notes** panel to jot down observations or flag important moments > **Note:** Make sure your microphone is working and Meelio has the required [permissions](macos-permissions). Step 3: Stop the Recording [#step-3-stop-the-recording] When the consultation is complete: * Click the **Stop** button to end the recording * Meelio will automatically transition to the **Processing** view > **Note:** If you've enabled meeting ended detection, Meelio can automatically detect when a video call ends and prompt you to stop recording. Step 4: Review AI-Generated Documentation [#step-4-review-ai-generated-documentation] On the Processing page, Meelio's AI will: 1. **Transcribe** the full consultation (if using Enhanced mode) 2. **Generate a summary** of the consultation 3. Be ready to create **clinical notes**, **care plans**, or **meal plans** Use the chat panel to ask the AI to generate specific artifacts: * "Generate a clinical note for this consultation" * "Create a care plan for this patient" * "Build a meal plan based on our discussion" Step 5: Link to a Patient [#step-5-link-to-a-patient] If you haven't already linked the consultation to a patient, you can do so from the Processing page. Click **Link Patient** and select or create a patient record. Step 6: Finalize [#step-6-finalize] Review the generated documentation, make any edits, and you're done. The consultation and all generated artifacts are saved to the patient's record. What's Next [#whats-next] * [Consultations](../consultations//) — Deep dive into the consultation workflow * [AI Assistant](../ai-assistant//) — Learn what the AI can do * [Templates](../templates//) — Customize the format of generated documents * [Settings](../settings//) — Configure recording quality, transcription mode, and more --- # Set Your Preferences URL: /getting-started/set-your-preferences Description: Set your specialty, name, and provider identifiers during Meelio onboarding. The Preferences step lets you tell Meelio about yourself so the AI can better tailor clinical documentation to your specialty. > **Note:** This step is optional and can be skipped. You can update all of these settings later from [Settings → Account](../settings/account). Your Name [#your-name] If you joined an organization with an invite code, you'll be asked to enter your **First Name** and **Last Name**. If you created the organization, this is already set from the previous step. Your Specialty [#your-specialty] Select your specialty from the grouped list: * **Functional & Integrative Medicine** * Functional Medicine Physician (MD/DO) * Integrative Medicine Physician * Functional Medicine Practitioner * Naturopathic Doctor (ND) * Naturopath * **Nutrition & Health Coaching** * Nutritional Therapist * Registered Nutritionist * Registered Dietitian (RD/RDN) * Functional Medicine Health Coach * Health & Wellness Coach (NBHWC) * **Primary & Allied Care** * Nurse Practitioner * General Practitioner (GP) * Chiropractor * Acupuncturist * **Administration & Operations** * Practice / Clinic Manager * Office / Front-Desk Coordinator * Billing / Insurance Specialist * Care Coordinator / Patient Liaison If your specialty isn't listed, select **Other (specify)** and type it in. Your specialty helps Meelio generate documentation appropriate for your field. Provider Identifiers (Optional) [#provider-identifiers-optional] You can optionally enter: * **NPI Number** — Your 10-digit National Provider Identifier * **Taxonomy Code** — Your healthcare provider taxonomy code (e.g., `133V00000X`) These identifiers may be used when exporting documentation or for EHR integration. Continuing [#continuing] Click **Continue** to save your preferences and proceed to the final onboarding step. There, you'll have the option to complete onboarding and launch a **Sample Consultation** tailored to your specialty, or go directly to your main dashboard. You can always update your profile later from **Settings → Account**. --- # Cerbo EHR URL: /integrations/cerbo-ehr Description: Connect Cerbo EHR to sync patient data, appointments, and clinical notes with Meelio. Connect your Cerbo EHR account to sync patient demographics, appointment schedules, and clinical documentation with Meelio. > **Admin only:** EHR integration setup requires admin permissions. Connecting [#connecting] 1. Go to **Settings → Integrations** 2. In the **EHR Integration** section, click **Connect** next to Cerbo 3. An authentication dialog will appear 4. Enter your Cerbo API credentials 5. Follow the authorization steps 6. Once connected, you'll see a green "Connected" status Connection Health & Reconnecting [#connection-health--reconnecting] Meelio continuously monitors the health of your EHR connection. If your Cerbo API credentials expire or become invalid (due to password updates or key rotation), Meelio automatically pauses the background sync to prevent credential lockouts and alerts your team: * **Global Alert Banner** — A prominent amber status banner appears at the top of the workspace across the entire organization. * **Admins** can click **Reconnect** directly on the banner to launch the authentication dialog and provide fresh credentials. * **Practitioner Members** will see a message directing them to ask their practice administrator to reconnect. * **Settings Page Indicators** — Under **Settings → Integrations**, the Cerbo card status flips to **Sync paused — reconnect needed**. Additionally, if your credentials are degrading but still active, a soft amber warning under the status line will suggest that you reconnect soon to avoid sync interruptions. * **Direct Deep-Linking** — Clicking the reconnect banner automatically navigates admins to the Integrations page and pre-opens the Cerbo credentials dialog. What Gets Synced [#what-gets-synced] * **Patient demographics** — Names, contact info, medical history * **Appointments** — Scheduled visits and appointment details * **Clinical notes** — Notes can be pushed back to Cerbo as encounters * **Documents** — Health records and clinical documents Practitioner Mapping & Calendar Selection [#practitioner-mapping--calendar-selection] After connecting, you'll need to map your Meelio practitioners to their Cerbo counterparts and select which calendars to sync: 1. Click **Select calendar** next to the Cerbo connection 2. For each Meelio practitioner, select the matching Cerbo practitioner and their associated calendar 3. Save the mapping This ensures that patient data and notes are routed to the correct practitioner and synced with the right schedule. Practitioner Self-Linking (Link My Calendar) [#practitioner-self-linking-link-my-calendar] While administrators manage the global practitioner mapping, individual practitioners can also map and update their own profiles directly: 1. Under **Settings → Integrations**, each practitioner will see a **Link my calendar** button on the Cerbo card (or **\[Name] · Change** if already linked). 2. Alternatively, if a practitioner's profile is not yet mapped, they will see a prominent prompt in the **Coming up** section of the Home dashboard. 3. Clicking this prompt or button opens a dialog asking **"Which Cerbo profile is yours?"**. 4. Meelio automatically attempts to match the practitioner based on their email address. The practitioner can confirm the match or choose a different profile from the list to complete the link. Once linked, their specific Cerbo appointments and patient schedules populate their dashboard automatically. Syncing Artifacts to Cerbo [#syncing-artifacts-to-cerbo] Meelio allows you to push AI-generated artifacts (clinical notes, care plans, summaries, and meal plans) directly into Cerbo. You can choose whether to sync artifacts to Cerbo encounter notes or attach them as PDF files directly to the patient's chart. How to Sync or Attach [#how-to-sync-or-attach] 1. In the **Processing** view or from a **Consultation Card**, click the **Sync to Cerbo** button (up-right arrow icon). 2. The **Send to Cerbo** dialog will appear. 3. **Select Documents** — Choose which generated documents you want to send. 4. **Choose Destination**: Option 1: Create or Update Encounter Note [#option-1-create-or-update-encounter-note] Send the selected documents as electronic encounter notes inside Cerbo: * **Create new encounter note** — Enter an encounter title, specify the date of service, and select a Cerbo encounter type (e.g., Office Visit, Follow-up). * **Add to existing encounter** — Choose an existing unsigned encounter from the patient's Cerbo record to append the documents. *(Note: Meal plans are PDF-only and cannot be sent via encounter notes).* Option 2: Attach as PDF to Patient Chart [#option-2-attach-as-pdf-to-patient-chart] Render the selected documents into beautiful, clean PDF files and attach them directly to the patient's chart: * **Add to Cerbo review queue** — Check this box to route the PDF to the practitioner's Cerbo review queue for sign-off. Leave it unchecked to file the PDF directly to the patient's chart history. * **Note (optional)** — Add comments or context that will be saved alongside the attached document in Cerbo. Clean Chart Document Names [#clean-chart-document-names] To keep your patient charts organized, Meelio automatically generates clean chart document names. The files are attached with decoded titles that omit redundant dates or patient names (e.g., "Nutrition Care Plan") and are safely capped at 255 characters to prevent Cerbo naming issues. Robust Error & Partial Failure Handling [#robust-error--partial-failure-handling] If you are syncing or attaching a batch of multiple documents and some fail to upload (e.g., due to an API timeout or temporary network blip), Meelio handles this gracefully: * The dialog stays open and lists the specific documents that failed along with their error reasons. * Successfully uploaded documents are **never** resent, preventing duplicate chart records. * You can click **Retry failed** to re-attempt only the failed documents. Automatic Data Sync [#automatic-data-sync] In addition to manual artifact pushing, Meelio automatically syncs patient demographics and clinical history on a schedule. To trigger a manual sync of this background data: 1. Go to **Settings → Integrations** 2. Click **Sync Now** next to Cerbo 3. The sync status shows the number of patients and records updated Disconnecting [#disconnecting] 1. Go to **Settings → Integrations** 2. Click **Disconnect** next to Cerbo 3. Confirm the disconnection Disconnecting stops all sync operations. Patient data already in Meelio is retained. --- # Google Calendar URL: /integrations/google-calendar Description: Connect Google Calendar to sync appointments and streamline consultations in Meelio. Connecting Google Calendar lets Meelio display your upcoming appointments on the Dashboard and auto-link recordings to patient visits. Connecting [#connecting] 1. Go to **Settings → Integrations** 2. In the **Calendar Integration** section, click **Connect** next to Google Calendar 3. Sign in with your Google account in the popup window 4. Review the permissions and click **Allow** 5. Once connected, you'll see a green "Connected" status What Meelio Accesses [#what-meelio-accesses] * **Read-only access** to your calendar events * Meelio reads upcoming and recent appointments * Meelio never creates, modifies, or deletes your calendar events Syncing [#syncing] Appointments sync automatically when you open Meelio. To trigger a manual sync: 1. Go to **Settings → Integrations** 2. Click **Sync Now** next to Google Calendar 3. The sync icon animates while syncing 4. The **Last synced** timestamp updates when complete The sync information shows the number of events synced and appointments created. How Appointments Are Used [#how-appointments-are-used] * **Dashboard** — Upcoming appointments appear in the "Coming Up" section * **Patient matching** — Meelio matches calendar attendees to your patient records * **Consultation context** — Starting a consultation from an appointment pre-loads the appointment details Disconnecting [#disconnecting] 1. Go to **Settings → Integrations** 2. Click **Disconnect** next to Google Calendar 3. Confirm the disconnection Disconnecting removes the calendar sync. Previously synced appointments remain in Meelio but will no longer update. --- # Integrations URL: /integrations Description: Connect Meelio with Google Calendar, Cerbo EHR, and Practice Better. Connect Meelio to your existing tools to streamline your workflow. Sync calendar appointments, import patient data from your EHR, and keep everything in sync. In This Section [#in-this-section] 1. [Google Calendar](google-calendar) — Connect and sync your calendar 2. [Cerbo EHR](cerbo-ehr) — Connect your Cerbo account 3. [Practice Better](practice-better) — Connect your Practice Better account --- # Practice Better URL: /integrations/practice-better Description: Connect Practice Better to sync patient data and clinical documentation with Meelio. Connect your Practice Better account to sync patient data, appointments, and clinical documentation with Meelio. > **Admin only:** EHR integration setup requires admin permissions. Connecting [#connecting] 1. Go to **Settings → Integrations** 2. In the **EHR Integration** section, click **Connect** next to Practice Better 3. An authentication dialog will appear 4. Enter your Practice Better credentials or complete the OAuth flow 5. Follow the authorization steps 6. Once connected, you'll see a green "Connected" status Connection Health & Reconnecting [#connection-health--reconnecting] Meelio continuously monitors the health of your EHR connection. If your Practice Better credentials or OAuth tokens expire or become invalid (such as during a password change or key rotation), Meelio automatically pauses background synchronization and alerts your team: * **Global Alert Banner** — A prominent amber status banner appears at the top of the workspace across the entire organization. * **Admins** can click **Reconnect** directly on the banner to launch the authentication dialog or re-authorize the OAuth flow. * **Practitioner Members** will see a message directing them to ask their practice administrator to reconnect. * **Settings Page Indicators** — Under **Settings → Integrations**, the Practice Better card status flips to **Sync paused — reconnect needed**. Additionally, if your credentials are degrading but still active, a soft amber warning under the status line will suggest that you reconnect soon to avoid sync interruptions. * **Direct Deep-Linking** — Clicking the reconnect banner automatically navigates admins to the Integrations page and pre-opens the Practice Better authorization dialog. What Gets Synced [#what-gets-synced] * **Patient/client data** — Demographics, health information * **Appointments** — Scheduled sessions * **Clinical documentation** — Notes and plans can be synced back * **Meal plans** — Plans can be shared to the client portal Practitioner Mapping & Calendar Selection [#practitioner-mapping--calendar-selection] After connecting, map your Meelio practitioners to Practice Better and select calendars: 1. Click **Select calendar** next to the Practice Better connection 2. Match each Meelio practitioner with their Practice Better counterpart and associated calendar 3. Save the mapping Practitioner Self-Linking (Link My Calendar) [#practitioner-self-linking-link-my-calendar] While administrators manage the global practitioner mapping, individual practitioners can also map and update their own profiles directly: 1. Under **Settings → Integrations**, each practitioner will see a **Link my calendar** button on the Practice Better card (or **\[Name] · Change** if already linked). 2. Alternatively, if a practitioner's profile is not yet mapped, they will see a prominent prompt in the **Coming up** section of the Home dashboard. 3. Clicking this prompt or button opens a dialog asking **"Which Practice Better profile is yours?"**. 4. Meelio automatically attempts to match the practitioner based on their email address. The practitioner can confirm the match or choose a different profile from the list to complete the link. Once linked, their specific Practice Better appointments and schedules populate their dashboard automatically. Syncing [#syncing] Data syncs automatically. To manually sync: 1. Go to **Settings → Integrations** 2. Click **Sync Now** next to Practice Better 3. The sync status shows patient count and sync history Disconnecting [#disconnecting] 1. Go to **Settings → Integrations** 2. Click **Disconnect** next to Practice Better 3. Confirm the disconnection Disconnecting stops the sync. Existing data in Meelio is retained. --- # Care Plans URL: /patients/care-plans Description: View, create, and manage patient care plans in Meelio. Care plans are personalized nutrition and treatment plans generated for a patient. They can be created by AI during a consultation or through the AI chat. Viewing Care Plans [#viewing-care-plans] 1. Navigate to the patient's detail page 2. Click the **Care Plans** tab 3. Each care plan shows its title, date, and status Click on a care plan to view its full content. How Care Plans Are Created [#how-care-plans-are-created] During a Consultation [#during-a-consultation] After recording a consultation, ask the AI in the Processing view: * "Generate a care plan for this patient" * "Create a nutrition care plan based on our discussion" The AI generates the care plan based on the consultation transcript and the patient's health context. Via Patient Chat [#via-patient-chat] You can also generate care plans through the patient-specific AI chat without recording a consultation. Navigate to the patient and start an AI chat. Using Templates [#using-templates] Care plan generation follows your configured templates. You can customize the structure and content of care plans through the [Template Library](../templates//). Care Plan Content [#care-plan-content] A typical care plan includes: * **Goals** — Clinical and nutritional goals * **Recommendations** — Dietary guidance, supplement suggestions, lifestyle modifications * **Follow-up actions** — Next steps and timeline * **Notes** — Additional observations Editing Care Plans [#editing-care-plans] Click on a care plan to open it. You can edit the content directly or use the AI chat to make changes. --- # Chat History URL: /patients/chat-history Description: View AI chat conversations for a specific patient. The Chat History tab on a patient's detail page shows all AI conversations that involved this patient's context. What's Included [#whats-included] * **Post-consultation chats** — AI conversations from the Processing view after recording a consultation * **Patient-specific chats** — Standalone AI chats started from the patient page Viewing Chat History [#viewing-chat-history] 1. Navigate to the patient's detail page 2. Click the **Chat History** tab 3. Each conversation shows the date and a preview of the discussion Click on a conversation to view the full chat, including any artifacts that were generated. Continuing a Conversation [#continuing-a-conversation] You can open a past chat session to review it. If the conversation is from a consultation, you can continue chatting with the AI in the same context to generate additional documentation or ask follow-up questions. --- # Create a Patient URL: /patients/create-a-patient Description: Add a new patient to your practice in Meelio. You can add patients to Meelio manually or import them through an EHR integration. Adding a Patient Manually [#adding-a-patient-manually] 1. Go to the **Patients** page 2. Click **Add Patient** 3. Fill in the patient information: * **First Name** (required) * **Last Name** (required) * **Email** (optional) * **Date of Birth** (optional) * **Gender** (optional) * **Phone** (optional) 4. Click **Save** to create the patient record Importing from EHR [#importing-from-ehr] If you've connected an EHR system (Cerbo or Practice Better), patients are synced automatically. See [Connect Your EHR](../getting-started/connect-your-ehr) for setup. Linking During a Consultation [#linking-during-a-consultation] You can also create patients on the fly during or after a consultation: 1. During recording, click **Link to Patient** on the recording bar 2. In the patient picker, click **Create New Patient** 3. Enter the patient's information and save The consultation will be automatically linked to the new patient. --- # Health Records URL: /patients/health-records Description: View and manage patient health records, including medical history, medications, and ICD codes. The Health Records tab on a patient's detail page shows comprehensive clinical information and health data. Meelio enriches this data to provide better context for clinical reasoning. What's Included [#whats-included] Health records are organized into several categories: Medical History & Conditions [#medical-history--conditions] * **Conditions** — Chronic and acute medical conditions * **ICD Codes** — Many conditions are enriched with standard ICD-10 or ICD-11 codes for better interoperability and AI reasoning * **Status** — Active or inactive status for each condition Medications & Supplements [#medications--supplements] * **Medications** — Current and past prescriptions * **Details** — Dosage, frequency, and duration (when available) * **Instructions** — Expandable sections for specific patient instructions and administration details Allergies & Sensitivities [#allergies--sensitivities] * Known allergies and their reaction severity Lab Results & Vitals [#lab-results--vitals] * Recent lab values, test results, and vital signs (e.g., blood pressure, weight, BMI) formatted for easy review Data Sources [#data-sources] Health records come from two primary sources: EHR Integration [#ehr-integration] If you've connected **Cerbo** or **Practice Better**, patient health data is synced automatically. The sync pulls in demographics, medical history, medications, and other clinical data. Meelio automatically deduplicates information when syncing from multiple sources. Meelio-Generated Records [#meelio-generated-records] Clinical notes, care plans, and other documents generated through Meelio consultations are also saved to the patient's record and can be viewed in their respective tabs. Using Health Records with AI [#using-health-records-with-ai] When you start a consultation or AI chat for a patient, Meelio provides the AI with the patient's full health record as context. This enables: * **Condition-aware documentation** — Clinical notes that reference existing diagnoses * **Safety checks** — Identifying potential contraindications in care plans * **Longitudinal tracking** — Reasoning about how health trends have changed over time --- # Patients URL: /patients Description: Manage patient profiles, Clinical Intelligence, health records, care plans, and consultation history. Meelio helps you manage your patient records in one place. View profiles, use AI Clinical Intelligence to reason about patient history, and access AI-generated care plans and meal plans for each patient. In This Section [#in-this-section] 1. [Patient List](patient-list) — Browse and search your patients 2. [Create a Patient](create-a-patient) — Add a new patient to your practice 3. [Patient Detail](patient-detail) — The patient detail view and **Clinical Intelligence** tools 4. [Health Records](health-records) — Patient health information with ICD codes 5. [Care Plans](care-plans) — View and manage care plans 6. [Meal Plans](meal-plans) — View and manage meal plans 7. [Chat History](chat-history) — AI chat conversations for a patient --- # Meal Plans URL: /patients/meal-plans Description: View, create, and manage patient meal plans in Meelio. Meal plans are customized dietary guides generated for patients based on their nutritional needs and clinical goals. Viewing Meal Plans [#viewing-meal-plans] 1. Navigate to the patient's detail page 2. Click the **Meal Plans** tab 3. Each meal plan shows its title, date, and status Click on a meal plan to view its full content. How Meal Plans Are Created [#how-meal-plans-are-created] During a Consultation [#during-a-consultation] After recording a consultation, ask the AI: * "Create a meal plan for this patient" * "Build a meal plan based on our discussion" The AI considers the consultation conversation, patient health data, and any dietary restrictions discussed. Via Patient Chat [#via-patient-chat] Start an AI chat for the patient and request a meal plan. The AI will use the patient's health profile and any available lab data. Using Templates [#using-templates] Meal plan generation follows your configured templates. Customize the structure and content through the [Template Library](../templates//). Meal Plan Content [#meal-plan-content] A typical meal plan includes: * **Nutritional targets** — Calorie goals, macronutrient breakdown * **Meal schedule** — Breakfast, lunch, dinner, and snacks * **Recipes and portions** — Specific food items with serving sizes * **Dietary notes** — Allergies, preferences, and restrictions * **Supplementation** — If applicable Meal Plan Generation Process [#meal-plan-generation-process] When generating a meal plan, Meelio: 1. Calculates BMR and TDEE based on patient data 2. Determines macronutrient targets 3. Checks for medication interactions and safety constraints 4. Generates a personalized plan The AI may take a moment to generate meal plans due to the complexity of nutritional calculations. Editing Meal Plans [#editing-meal-plans] Click on a meal plan to open and edit it. You can modify content directly or ask the AI to make adjustments. Exporting & Syncing to EHR [#exporting--syncing-to-ehr] Once approved, you can share the meal plan or document it in your practice management system: Exporting as PDF [#exporting-as-pdf] 1. Open the meal plan you want to export. 2. Click the **Download** or **PDF** button. 3. Save the formatted meal plan PDF to your local system for printing or emailing to the patient. > **Note:** Meelio formats the meal plan PDF to be professional and complete. To ensure no clinical or dietary detail is ever lost, Meelio does not cap or truncate lists in the PDF. Every ingredient, step of the recipe instructions, and shopping list item is fully rendered. If a recipe or shopping list is long, the PDF engine dynamically paginates the text and flows it across pages with a clear *(continued)* header, utilizing the full page width for continuation pages. Syncing to Your EHR (Cerbo) [#syncing-to-your-ehr-cerbo] If you have **Cerbo EHR** connected, you can upload the meal plan directly to the patient's chart: 1. From the meal plan view or consultation card, click the **Sync to EHR** button (up-right arrow icon). 2. Select the meal plan from the list of documents. 3. Select **Attach as PDF to patient chart** as the destination. *(Note: Meal plans are PDF-only and cannot be sent via electronic encounter text notes)*. 4. Choose whether to route the meal plan to the practitioner's Cerbo review queue, add any optional notes, and click **Attach to chart**. --- # Patient Detail URL: /patients/patient-detail Description: The patient detail page — Clinical Intelligence, health records, consultations, and more. The patient detail page is the central hub for everything related to a specific patient. Access it by clicking a patient's name in the Patient List. Page Layout [#page-layout] At the top, you'll see the patient's basic information: * **Name** * **Status** (Active, Inactive, Prospective) * **Key details** (date of birth, email, phone) * **Edit** button to update patient information * **More Actions menu** (`...` icon) to access secondary actions such as **Import transcript** Below the header, the page is organized into sections and tabs. Clinical Intelligence [#clinical-intelligence] Located prominently at the top of the page, the **Clinical Intelligence** section provides a unified conversational interface to query your patient's history and generate clinical assets. At its core is a freeform **AI Composer** allowing you to ask any custom question about the patient's clinical picture. Below the composer, you will find quick-start options designed to streamline your workflow: Ask Anything (Freeform Composer) [#ask-anything-freeform-composer] Type any custom question or command into the input box (e.g., *"Summarize the patient's gut symptoms over the last three visits"* or *"Draft an email summarizing their treatment options"*) and press `Enter` or click the arrow button. Meelio opens the **Patient Chat** with your question pre-loaded, utilizing the patient's entire clinical context (health records, past consultations, and notes). Quick-Start Chips (Reasoning) [#quick-start-chips-reasoning] Click any of the **Try** chips to quickly initiate a clinical reasoning conversation: * **Health Timeline** — Summarize the patient's health history and identify root-cause drivers. * **Protocol Recommendations** — Query recommended protocols tailored to the patient's profile. * **Clinical Red Flags** — Screen the patient's records for potential red flags or clinical concerns. Compact Creation Buttons (Generate) [#compact-creation-buttons-generate] Click any of the **Create** buttons to immediately draft foundational documentation or clinical resources: * **Clinical Note** — Generate a comprehensive clinical note or assessment. * **Care Plan** — Design a condition-specific care plan. * **Meal Plan** — Create a personalized meal plan with nutritional recommendations. * **Action List** — Extract a list of labs, supplements, and orders. When you submit a prompt or query, Meelio opens the **Patient Chat** with the selected prompt, using the patient's entire history (health records, past consultations, and notes) as context. Importing a Past Transcript [#importing-a-past-transcript] If you have a written transcript from an old consultation (e.g., from a past Zoom meeting or a legacy recording tool), you can import it directly to Meelio instead of starting a new recording: 1. Click the **More actions** (`...` icon) dropdown on the top-right of the patient header and select **Import transcript**. (If the patient has no consultations recorded yet, you can also click the **Import transcript** button under the **Consultations** tab). 2. Paste your transcript text into the **Transcript** box. For best results, organize the dialogue with clear speaker prefixes (e.g., *Practitioner:* and *Patient:*). 3. Click **Import** (or use the shortcut `Ctrl + Enter` / `Cmd + Enter`). Meelio will bootstrap a new consultation and automatically begin generating clinical summaries and notes from the transcript. Available Tabs [#available-tabs] Consultations [#consultations] View all past consultations for this patient. You can see dates, durations, and links to the transcript and generated artifacts. Health Records [#health-records] Patient health information synced from EHR integrations or entered manually. This includes medical history, medications with ICD codes, and lab results. Care Plans [#care-plans] All care plans generated for this patient — both AI-generated and manually created. Meal Plans [#meal-plans] All meal plans created for this patient, with nutritional details and dietary recommendations. Chat History [#chat-history] AI chat sessions related to this patient, including both post-consultation chats and standalone patient chats. Starting a Consultation [#starting-a-consultation] Click **Start Consultation** from the patient detail page to begin a recording that is automatically linked to this patient. --- # Patient List URL: /patients/patient-list Description: Browse, search, and manage your patient list in Meelio. The Patients page shows all patients in your practice. From here you can search, filter, and access individual patient records. Viewing Your Patients [#viewing-your-patients] Navigate to the Patients page from the sidebar or by searching with Cmd+K / Ctrl+K. The list shows each patient with: * **Name** — First and last name * **Status** — Active, Inactive, or Prospective * **Last consultation** — Date of the most recent session * **Contact information** — Email or phone if available Searching [#searching] Use the search bar at the top of the patient list to find patients by name or email. Creating a New Patient [#creating-a-new-patient] Click the **Add Patient** button to create a new patient record. See [Create a Patient](create-a-patient) for details. Opening a Patient Record [#opening-a-patient-record] Click on any patient in the list to open their detail page. See [Patient Detail](patient-detail) for what you'll find there. --- # Create a Template URL: /templates/create-a-template Description: Build a custom template for clinical notes, care plans, or meal plans. Custom templates let you define exactly how the AI structures and generates your clinical documentation. Steps to Create a Template [#steps-to-create-a-template] 1. Go to the **Templates** page 2. Click **Create Template** 3. Choose the template type: * **Clinical Note** — For clinical notes, progress notes, or other clinical documentation * **Care Plan** — For nutrition and treatment plans * **Meal Plan** — For dietary plans and meal schedules 4. Fill in the template details: * **Name** — A descriptive name (e.g., "Initial Assessment Clinical Note") * **Description** — What this template is for and when to use it 5. Define the **schema/structure** — The sections and fields the generated document should include 6. Write the **LLM prompt** — Instructions for the AI on how to fill in the template 7. Click **Save** Writing Effective LLM Prompts [#writing-effective-llm-prompts] The LLM prompt tells the AI how to generate content for your template. Tips: * **Be explicit about format** — "Use bullet points for recommendations" or "Write in paragraph form" * **Specify detail level** — "Be concise, 2-3 sentences per section" or "Include comprehensive detail" * **Define terminology** — "Use lay terms" or "Use clinical terminology appropriate for a medical chart" * **Include examples** — Show the AI what good output looks like * **Set boundaries** — "Only include information discussed in the consultation" Starting from an Existing Template [#starting-from-an-existing-template] Instead of creating from scratch, you can duplicate an existing template: 1. Find the template you want to start from 2. Click the template's menu (three dots) 3. Select **Duplicate** 4. Modify the copy to suit your needs --- # Default Templates URL: /templates/default-templates Description: Set which template Meelio uses by default for each document type. Each document type (Clinical Note, Care Plan, Meal Plan) has a default template that the AI uses when generating artifacts. You can change which template is the default. How Defaults Work [#how-defaults-work] When you ask the AI to generate an artifact (e.g., "Generate a clinical note"), it uses the default template for that artifact type. If no default is set, Meelio uses its built-in template. Setting a Default Template [#setting-a-default-template] 1. Go to the **Templates** page 2. Find the template you want to set as default 3. Click the template's menu (three dots) 4. Select **Set as Default** The template will be marked with a "Default" badge. Changing the Default [#changing-the-default] To change the default, simply set a different template as default for that type. The previous default is automatically replaced. Built-in Defaults [#built-in-defaults] Meelio includes built-in templates for each document type. If you haven't customized defaults, these are used: * **Clinical Notes** — SOAP format (clinical note) * **Care Plans** — Comprehensive nutrition care plan * **Meal Plans** — Standard meal plan with daily meals and nutritional targets Per-Consultation Override [#per-consultation-override] Even with defaults set, you can ask the AI to use a specific format in the chat: * "Generate a DAP note instead of SOAP" * "Use the brief care plan format" The AI will adapt to your request for that specific generation. --- # Edit & Manage Templates URL: /templates/edit-and-manage Description: Edit, duplicate, delete, and favorite templates in the Template Library. The Template Library provides several ways to organize and manage your templates. Editing a Template [#editing-a-template] 1. Click on a template to open it 2. Modify the name, description, schema, or LLM prompt 3. Click **Save** to apply changes Changes take effect for the next artifact generation that uses this template. Duplicating a Template [#duplicating-a-template] Duplicating creates a copy that you can modify independently: 1. Click the template's menu (three dots) 2. Select **Duplicate** 3. The copy opens for editing with "(Copy)" appended to the name 4. Rename and customize as needed Deleting a Template [#deleting-a-template] 1. Click the template's menu (three dots) 2. Select **Delete** 3. Confirm the deletion > **Warning:** Deleted templates cannot be recovered. If you might need a template later, consider keeping it and removing it from defaults instead. Favoriting Templates [#favoriting-templates] Star templates you use frequently for quick access: 1. Click the **star** icon on any template 2. Starred templates appear at the top of the list 3. Click the star again to remove from favorites Searching Templates [#searching-templates] Use the search bar at the top of the Template Library to find templates by name or description. Template Statistics [#template-statistics] Each template may show usage statistics, including how many times it has been used to generate artifacts. --- # Templates URL: /templates Description: Create and manage templates for clinical notes, care plans, and meal plans. Templates control the structure and format of the documents Meelio generates. Customize templates for clinical notes, care plans, and meal plans to match your practice's workflow. In This Section [#in-this-section] 1. [Overview](overview) — What templates are and how they work 2. [Create a Template](create-a-template) — Build a new template from scratch 3. [Edit & Manage](edit-and-manage) — Edit, duplicate, delete, and favorite templates 4. [Default Templates](default-templates) — Built-in templates and setting defaults 5. [Template Types](template-types) — Clinical notes, care plans, and meal plans explained --- # Templates Overview URL: /templates/overview Description: What templates are and how they control AI-generated documentation in Meelio. Templates define the structure, format, and content guidelines for the documents Meelio's AI generates. When you ask the AI to create a clinical note, care plan, or meal plan, it follows the active template for that document type. How Templates Work [#how-templates-work] Each template includes: * **Name** — A descriptive title * **Type** — Clinical Note, Care Plan, or Meal Plan * **Description** — What this template is for * **Schema/Structure** — The sections and format of the generated document * **LLM Prompt** — Instructions for the AI on how to generate the document When you ask the AI to generate an artifact, it uses the default template for that type (or the template you specify). Accessing Templates [#accessing-templates] Navigate to the **Templates** page from the sidebar to access the Template Library. Scope Filters [#scope-filters] You can filter templates by their source: * **All** — Every template available to you * **My org** — Templates created by members of your organization * **Global** — Built-in templates provided by Meelio for all users Type Tabs [#type-tabs] The library is organized by type using tabs: * **All** — All templates in the current scope * **Clinical Notes** — Templates for clinical documentation * **Care Plans** — Templates for nutrition care plans * **Meal Plans** — Templates for dietary plans What You Can Do [#what-you-can-do] * **Browse** — View all available templates by type and scope * **Search** — Find templates by name or description * **Star/Favorite** — Mark frequently used templates for quick access * **Set Defaults** — Choose which template is used by default for each type * **Create** — Build custom templates from scratch * **Edit** — Modify existing templates * **Duplicate** — Copy a template as a starting point for a new one * **Delete** — Remove templates you no longer need Built-in vs. Custom Templates [#built-in-vs-custom-templates] Meelio comes with **Global** templates for common document formats. You can use these as-is or customize them by duplicating them to your organization library. --- # Template Types URL: /templates/template-types Description: Understand the three template types in Meelio: clinical notes, care plans, and meal plans. Meelio supports three types of templates, each designed for a different kind of clinical document. Clinical Note Templates [#clinical-note-templates] Clinical notes document what happened during a consultation. Common formats include: * **SOAP** — Subjective, Objective, Assessment, Plan (most common) * **DAP** — Data, Assessment, Plan * **PIE** — Problem, Intervention, Evaluation * **BIRP** — Behavior, Intervention, Response, Plan * **Narrative** — Free-form clinical narrative Clinical note templates define: * The sections/headings to include * What information goes in each section * The level of detail and tone * Any required elements (e.g., always include follow-up plan) Care Plan Templates [#care-plan-templates] Care plans outline the treatment and nutrition strategy for a patient. Templates define: * **Goal structure** — How clinical and nutritional goals are presented * **Recommendation format** — Dietary guidance, supplements, lifestyle changes * **Follow-up framework** — Timeline and next steps * **Compliance considerations** — What standards to follow Meal Plan Templates [#meal-plan-templates] Meal plans provide specific dietary guidance with meals and nutritional targets. Templates define: * **Meal structure** — Number of meals and snacks per day * **Nutritional detail** — Whether to include macros, calories, micronutrients * **Recipe format** — How detailed each meal description should be * **Portion guidance** — Specific measurements vs. general guidance * **Additional notes** — Shopping lists, prep tips, substitution guidance Creating Templates for Each Type [#creating-templates-for-each-type] When creating a new template, select the type first. This determines: * What fields are available in the schema * What AI prompt guidance is provided * Where the template appears in the library tabs See [Create a Template](create-a-template) for step-by-step instructions. --- # Audio Issues URL: /troubleshooting/audio-issues Description: Fix echo, no sound, or microphone not detected issues in Meelio. No Audio Being Captured [#no-audio-being-captured] If recordings produce no transcript or capture no audio: 1. **Check permissions** — Ensure Meelio has Microphone and System Audio Recording access. See [macOS Permissions](macos-permissions) 2. **Check your microphone** — Open System Settings → Sound → Input (or Windows Settings → System → Sound → Input) and verify your microphone is selected and showing activity. 3. **On Windows: Default Input Device Switching** — Meelio on Windows automatically follows your operating system's default-input device switches. If you switch your default microphone in your system settings before or during an active recording, Meelio will seamlessly transition and hot-swap to the new default microphone device without any disruption to the recording. 4. **Restart Meelio** — Quit (Cmd+Q on macOS, or close the window/app on Windows) and reopen the app. 5. **Test with another app** — Verify your microphone works in another application. Recording Stalls [#recording-stalls] Meelio v0.1.243 includes improved detection for recording stalls (when the app is recording but no audio data is being received). If Meelio detects a stall, you will see a notification or error message. If this happens: 1. **Check your connection** — If using a Bluetooth or USB microphone, ensure it is still connected. 2. **Reset the audio engine** — Stop the current recording and try starting a new one. 3. **Restart the app** — If the issue persists, quit and reopen Meelio. Echo in Recordings [#echo-in-recordings] If the transcript shows duplicated speech or echo: 1. Go to **Settings → Recording & Transcription** 2. Check that **Echo Cancellation** is enabled 3. If already enabled, try wearing headphones during consultations to prevent speaker audio from being picked up by the microphone Only Capturing One Speaker [#only-capturing-one-speaker] If the transcript only shows your voice (or only the patient's voice): * **Your voice missing** — Check that the correct microphone is selected in System Settings → Sound → Input * **Patient's voice missing** — Ensure the **System Audio Recording** (Screen Recording) permission is granted. * **In-person consultations** — Make sure both speakers are within range of the microphone Poor Transcription Quality [#poor-transcription-quality] If the transcript has many errors: 1. **Try Enhanced mode** — Switch to Enhanced Transcription in Settings for higher accuracy 2. **Improve audio quality** — Use the **Best** audio quality preset in Settings 3. **Reduce background noise** — Record in a quieter environment 4. **Use a better microphone** — External microphones generally produce better results than built-in laptop microphones Audio Quality Settings [#audio-quality-settings] If you need to adjust audio settings: 1. Go to **Settings → Recording & Transcription** 2. Adjust the **Audio Quality** slider: * **Good** — Adequate for most environments, lower data usage * **Recommended** — Best balance of quality and data (default) * **Best** — Maximum quality, higher data usage --- # Common Errors URL: /troubleshooting/common-errors Description: Solutions for common error messages in the Meelio Desktop App. "Failed to Load Session" [#failed-to-load-session] **When:** Opening a past consultation on the Processing page. **Cause:** The consultation data couldn't be retrieved from the server. **Fix:** 1. Click **Try Again** to retry loading 2. If it persists, check your internet connection 3. Click **Return to Dashboard** and try again later "Transcription is still in progress" [#transcription-is-still-in-progress] **When:** Viewing the Processing page after stopping a recording. **Cause:** The audio is still being transcribed on the server. **Fix:** Wait for the transcription to complete. This usually takes a few minutes for Enhanced (Batch) mode. The page will update automatically. "No transcript captured — recording discarded" [#no-transcript-captured--recording-discarded] **When:** After stopping a recording. **Cause:** The recording was canceled or no audio was captured. **Fix:** * Ensure your microphone is working and has the required [permissions](macos-permissions) * Check that Meelio has both Microphone and Screen Recording permissions * Try starting a new consultation "Something went wrong during transcription" [#something-went-wrong-during-transcription] **When:** After stopping a recording. **Cause:** The transcription service encountered an error. **Fix:** 1. Check your internet connection 2. Try recording a new consultation 3. If the issue persists, contact support Backend Unavailable [#backend-unavailable] **When:** Various actions fail or the app shows a connection error page. **Cause:** Meelio's servers are temporarily unreachable. **Fix:** 1. Check your internet connection 2. Wait a few minutes and try again 3. If the issue persists for more than 15 minutes, check the Meelio status page or contact support "Invalid invitation or credentials" [#invalid-invitation-or-credentials] **When:** Entering an invite code during onboarding. **Cause:** The invite code is incorrect, expired, or doesn't match your email. **Fix:** * Double-check the invite code from your invitation email * Ensure you're using the same email address the invitation was sent to * Ask your organization admin to resend the invitation "Failed to create organization" [#failed-to-create-organization] **When:** Creating an organization during onboarding. **Cause:** Server error or network issue. **Fix:** 1. Check your internet connection 2. Ensure all required fields are filled in (organization name, country, first name, last name) 3. Try again after a moment --- # Connection Issues URL: /troubleshooting/connection-issues Description: Fix login failures, sync problems, and EHR connection issues. Login Problems [#login-problems] Email Link Not Arriving [#email-link-not-arriving] If you don't receive the sign-in email: 1. Check your spam/junk folder 2. Verify you entered the correct email address 3. Wait a few minutes — email delivery can sometimes be delayed 4. Click **Send another link** to resend 5. Try **Sign in with password instead** as an alternative "Sign In Failed" Error [#sign-in-failed-error] 1. Verify your email and password are correct 2. Check your internet connection 3. Try the email link method instead Calendar Sync Issues [#calendar-sync-issues] Calendar Not Showing Appointments [#calendar-not-showing-appointments] 1. Go to **Settings → Integrations** 2. Check that Google Calendar shows "Connected" 3. Click **Sync Now** to trigger a manual sync 4. Verify that you have upcoming events on the connected Google Calendar account Calendar Disconnected [#calendar-disconnected] If Google Calendar shows as disconnected: 1. Click **Connect** to re-authorize 2. Sign in with your Google account again 3. Grant the required permissions EHR Connection Issues [#ehr-connection-issues] EHR Sync Failing [#ehr-sync-failing] 1. Go to **Settings → Integrations** 2. Check the EHR connection status 3. Click **Sync Now** to retry 4. If the connection shows errors, try disconnecting and reconnecting EHR Connection Suspended (Dead Credentials) [#ehr-connection-suspended-dead-credentials] If your EHR connection credentials (such as API keys, credentials, or OAuth tokens) expire or become invalid (e.g., due to password updates or security token rotations), Meelio will automatically suspend background synchronization to prevent lockout errors and notify your team immediately: * **Amber Reconnect Banner** — A prominent amber status banner appears at the top of the application across the entire organization. * **Admins** can click the **Reconnect** button directly on the banner to easily navigate to settings, open the credentials dialog, and input fresh credentials. * **Practitioner Members** will see a message directing them to ask their practice administrator to reconnect the integration. * **Settings Page Status** — Under **Settings → Integrations**, the affected EHR integration card will display **Sync paused — reconnect needed**. If credentials are close to expiring but still active, a soft amber warning will suggest reconnecting soon. Patient Data Not Syncing [#patient-data-not-syncing] 1. Verify the EHR connection is active 2. Check that practitioner mapping is configured correctly (Admin only) 3. Trigger a manual sync 4. Allow a few minutes for the sync to complete EHR Authentication Expired [#ehr-authentication-expired] Some EHR integrations have authentication tokens that expire: 1. Go to **Settings → Integrations** 2. Disconnect the EHR provider 3. Reconnect by clicking **Connect** and completing the authentication again General Connection Problems [#general-connection-problems] App Seems Slow or Unresponsive [#app-seems-slow-or-unresponsive] 1. Check your internet connection 2. Quit Meelio (Cmd+Q) and reopen 3. Check if a Meelio update is available (click your avatar → **Check for Updates**) Actions Fail with Network Errors [#actions-fail-with-network-errors] 1. Verify your internet connection is working 2. Try switching between Wi-Fi and ethernet if available 3. Restart Meelio 4. If the issue persists, there may be a server-side issue — try again in a few minutes --- # Contact Support URL: /troubleshooting/contact-support Description: How to reach the Meelio support team for help. If you can't resolve an issue using the troubleshooting guides, the Meelio support team is here to help. Help & Support Chat [#help--support-chat] Meelio includes a built-in support assistant to help you find answers quickly: 1. Click the **Help & Support** button (question mark icon) in the bottom-right corner of the app. 2. Ask a question about Meelio, or click one of the suggested topics. 3. The assistant will provide guidance based on our documentation. Sharing Debug Logs [#sharing-debug-logs] If you are experiencing a technical issue, sharing your debug logs with the support team is the fastest way to get a resolution: From the Support Chat [#from-the-support-chat] 1. Open the **Help & Support** chat panel. 2. Click the **Paperclip** icon in the top-right of the panel. 3. Click **Upload and Share**. 4. Your current chat conversation will be included with the logs to provide context for the support team. From Settings [#from-settings] 1. Go to **Settings → Account**. 2. Click **Export Debug Logs**. 3. Save the downloaded file. 4. Attach it to your support email. Email Support [#email-support] Reach us at **[support@meelio.ai](mailto:support@meelio.ai)**. When contacting support via email, please include: * **Your account email** — The email you use to sign into Meelio. * **Description of the issue** — What happened, what you expected, and what you see instead. * **Steps to reproduce** — How can we recreate the issue? * **Platform** — macOS (Intel or Apple Silicon) or Windows. * **App version** — Found by clicking your avatar in the top-right corner. What Support Can Help With [#what-support-can-help-with] * Account and authentication issues * Recording and transcription problems * EHR integration setup and sync issues * Billing and subscription questions * Feature questions and guidance * Bug reports Response Time [#response-time] The AI assistant is available 24/7. Email support typically responds within one business day. --- # Troubleshooting URL: /troubleshooting Description: Solutions for common issues with the Meelio Desktop App. Having trouble? Find solutions to common issues below, or [contact support](contact-support) if you need further help. In This Section [#in-this-section] 1. [macOS Permissions](macos-permissions) — Fixing microphone and screen recording permission issues 2. [Recording Recovery](recording-recovery) — Recovering unsaved or interrupted recordings 3. [Common Errors](common-errors) — Known error messages and solutions 4. [Audio Issues](audio-issues) — Echo, no sound, or microphone not detected 5. [Connection Issues](connection-issues) — Login failures, sync problems, EHR connection issues 6. [Contact Support](contact-support) — How to reach the Meelio team --- # macOS Permissions URL: /troubleshooting/macos-permissions Description: Fix microphone and system audio recording permission issues on macOS. If Meelio can't record audio, the most common cause is missing macOS permissions. Check Permission Status [#check-permission-status] 1. Open **System Settings** (Apple menu → **System Settings**) 2. Go to **Privacy & Security** 3. Check both: * **Microphone** → Meelio should be toggled ON * **System Audio Recording** (or **Screen Recording**) → Meelio should be toggled ON Granting Permissions [#granting-permissions] If Meelio Isn't Listed [#if-meelio-isnt-listed] If Meelio doesn't appear in the Microphone or System Audio Recording lists: 1. Close Meelio completely (Cmd+Q) 2. Reopen Meelio 3. The permission prompt should appear — click **Allow** If Meelio Is Listed but Toggled Off [#if-meelio-is-listed-but-toggled-off] 1. Toggle Meelio ON in the permission list 2. macOS may ask you to restart Meelio — click **Quit & Reopen** if prompted 3. Reopen Meelio after it closes After Granting Permissions [#after-granting-permissions] Meelio v0.1.243 and later can now detect and use permissions immediately after they are granted. If recording still doesn't work after granting permissions: 1. Quit Meelio completely (Cmd+Q) 2. Wait a few seconds 3. Reopen Meelio 4. Try starting a consultation If the issue persists, restart your Mac. System Audio Recording Is for Audio Only [#system-audio-recording-is-for-audio-only] The **System Audio Recording** permission (labeled as **Screen Recording** on some versions of macOS) is used to capture your patient's voice during video calls. Meelio does not record your screen visually. Permission Was Denied Previously [#permission-was-denied-previously] If you previously denied a permission and the system dialog doesn't appear again: 1. Open **System Settings → Privacy & Security** 2. Find the relevant permission (**Microphone** or **System Audio Recording**) 3. Manually toggle Meelio ON 4. Restart Meelio Still Having Issues? [#still-having-issues] * Share debug logs directly from the **Help & Support** chat panel (Paperclip icon) * Export debug logs from **Settings → Account → Export Debug Logs** and share them with support * Contact [support@meelio.ai](mailto:support@meelio.ai) with a description of the issue --- # Recording Recovery URL: /troubleshooting/recording-recovery Description: Recover unsaved or interrupted recordings in Meelio. If a recording was interrupted (app crash, network issue, or unexpected shutdown), Meelio can often recover the unsaved audio. How Recovery Works [#how-recovery-works] Meelio automatically backs up recording data locally during a consultation. If the recording wasn't properly uploaded after stopping, the backup is preserved. Recovery Notification [#recovery-notification] When Meelio detects an unsaved recording, a warning appears on the Dashboard: * **Warning banner** — "You have unsaved recordings" * **View button** — Opens the recovery page Recovering a Recording [#recovering-a-recording] 1. Click **View** on the Dashboard warning 2. The Recovery page shows all unsaved recordings with details (date, approximate duration) 3. For each recording, you can: * **Retry** — Attempt to upload the recording again for processing * **Delete** — Permanently remove the unsaved recording When to Retry [#when-to-retry] Retry works best when: * The original failure was due to a temporary network issue * The app crashed but the recording file is intact * You had a brief interruption during upload When to Delete [#when-to-delete] Delete when: * The recording is no longer needed * Retry has failed multiple times * The recording was a test or accidental recording Preventing Recording Loss [#preventing-recording-loss] To minimize the risk of lost recordings: * Ensure a stable internet connection before starting consultations * Keep Meelio updated to the latest version * Don't force-quit the app during active recordings * Enable **Prevent computer sleep during recordings** in Settings --- # Account Settings URL: /settings/account Description: Customize your profile, specialties, credentials, and application preferences. Access from **Settings → Account** to configure your personal profile, credentials, clinical specialty, and application behavior. User Profile [#user-profile] * **First Name & Last Name** — Your display name used across the application and on generated documents * **Email** — Your account email address (used for sign-in) Clinical Specialty [#clinical-specialty] Your selected specialty calibrates Meelio's AI models, ensuring that clinical notes, summaries, care plans, and meal plans are tailored to your specific field. Select from our broad categories and specify your exact title: * **Functional & Integrative Medicine** (e.g., Physician, Naturopathic Doctor, Naturopath) * **Nutrition & Health Coaching** (e.g., Nutritional Therapist, Registered Dietitian, Health Coach) * **Primary & Allied Care** (e.g., Nurse Practitioner, GP, Chiropractor, Acupuncturist) * **Administration & Operations** (e.g., Practice Manager, Care Coordinator) If your specialty isn't listed, select **Other (specify)** to enter a custom value. Your specialty helps the AI tailor clinical documentation to your specific field. Professional Identifiers & Timezone [#professional-identifiers--timezone] * **NPI** — Your 10-digit National Provider Identifier * **Taxonomy Code** — Your NUCC Healthcare Provider Taxonomy Code (e.g., `133V00000X`) * **Timezone** — Meelio automatically detects and synchronizes your device's timezone to ensure all appointment and consultation timestamps are accurate. Passkeys [#passkeys] You can register biometrics (like Apple Touch ID or Windows Hello) to log into Meelio without entering a password or waiting for email links. You can add multiple passkeys and assign them custom nicknames (e.g., "MacBook Touch ID", "Windows Hello Office PC"). Enrolling a New Passkey [#enrolling-a-new-passkey] 1. Under the **Passkeys** section on the Account settings page, optionally enter a descriptive name in the nickname field. 2. Click **Add a passkey**. 3. Your operating system's default browser will open to complete the enrollment ceremony. Follow the prompts to register your device's fingerprint scanner, facial scanner, PIN, or hardware key. 4. Once completed, the passkey is linked and will be displayed in your list of passkeys with its registration date and last-used timestamp. Deleting a Passkey [#deleting-a-passkey] 1. Locate the passkey you want to remove in the list. 2. Click the trash icon next to it. 3. Confirm your choice in the **Remove passkey?** prompt. > **Note:** If you remove all passkeys, Meelio's login screen will automatically revert to showing standard sign-in options as the default next time you open the app on this device. Preferences [#preferences] Enable Tabs [#enable-tabs] * **Enable tabs** — Toggle browser-style tabs at the top of the workspace. This option is **enabled by default** to keep multiple active consultations, patient records, or patient chat panels open simultaneously. You can easily switch between open tabs without losing your current state, input, or editing progress. Furthermore, any active AI chat responses or document generation streams continue to run and stay alive in the background while you switch between tabs, ensuring seamless multitasking. If you prefer a simpler, single-page interface, you can turn this toggle off to revert to a single-tab view. Admin Group [#admin-group] If you are an administrator for your organization, you may see additional settings related to team management and organization-wide configurations. Support & Diagnostics [#support--diagnostics] * **Export Debug Logs** — Download diagnostic logs to share with support when troubleshooting issues Privacy [#privacy] * **Share usage analytics** — Toggle to help improve Meelio by sharing anonymous usage data. No patient information is ever collected. Saving Changes [#saving-changes] After making changes, click **Save** in the page header. The save button is only active when there are unsaved changes. --- # AI & Summaries URL: /settings/ai-and-summaries Description: Configure automatic summary generation and AI behavior settings. AI-related settings are found under **Settings → Recording & Transcription** (labeled "Assistant" in the sidebar). This page covers the AI-specific options. Auto-Generate Consultation Summaries [#auto-generate-consultation-summaries] When enabled, Meelio automatically creates a summary after each consultation ends. The summary appears in the Artifact Panel on the Processing page. * **Enabled** (default) — Summary generates automatically when you stop recording * **Disabled** — You can still request a summary manually via the chat AI System Prompts [#ai-system-prompts] The AI Prompts section lets you customize how the AI behaves in different contexts. There are two separate prompts: Patient Chat Prompt [#patient-chat-prompt] Used when the AI has patient context (during consultations and patient-specific chats). This prompt guides how the AI generates clinical documentation, responds to questions, and structures artifacts. General Chat Prompt [#general-chat-prompt] Used when the AI operates without patient context (general conversations, research questions). Customizing Prompts [#customizing-prompts] 1. Expand the **AI Prompts** section 2. Select the prompt you want to customize 3. Toggle **Use Custom Prompt** 4. Enter your custom instructions (up to 10,000 characters) 5. Click **Save** See [Custom Prompts](../ai-assistant/custom-prompts) for detailed guidance. Tips [#tips] * Start a new chat session after changing prompts for the changes to take effect * View the default prompt before customizing to understand the baseline behavior * Click **Reset** to return to the default prompt at any time --- # Billing & Subscription URL: /settings/billing-and-subscription Description: Manage your subscription, view invoices, and update billing information. > **Owner only:** Billing settings are accessible only to the organization owner. Access from **Settings → Billing** to manage your subscription, view invoices, and update billing details. Subscription Overview & Auto-Count Billing [#subscription-overview--auto-count-billing] Meelio operates on **auto-count seat billing**, which automatically aligns your subscription costs with your actual practice headcount. The billing page shows your current subscription status: * **Plan** — Your current plan tier * **Status** — Trialing, Active, Past Due, Canceled, or Expired * **Renewal date** — When your subscription renews (or expires) * **Active Members** — The live count of active team members and pending invitations that are currently being billed. * **Price** — Your calculated monthly or annual cost based on the active member count and your chosen cycle. Headcount Adjustments [#headcount-adjustments] Your subscription rate is automatically recalculated whenever your team size changes: * **Adding Members:** Inviting new members or reactivating archived practitioners will automatically update your active member count and adjust your next invoice. * **Removing Members:** Archiving team members, removing members permanently, or canceling pending invitations will instantly decrease your active member count and lower your bill on the next invoice. Subscription Statuses [#subscription-statuses] | Status | Meaning | | ------------ | ------------------------------------------------------------------------------------------------- | | **Trialing** | Free trial period. Full access to all features | | **Active** | Paid subscription. Full access to all features | | **Past Due** | Payment failed. Access continues temporarily while payment is retried | | **Canceled** | Subscription canceled. Access continues until the end of the billing period | | **Expired** | Trial or subscription has ended. Access is restricted until you add a payment method or subscribe | Free Trial [#free-trial] Meelio offers a standard free trial to explore all features: 1. **Initial 7 Days** — Full access to the app, no credit card required. 2. **Trial Extension** — After 7 days, you'll be prompted to add a payment method to extend your trial by another 7 days (for a total of 14 days). 3. **First Charge** — You will only be charged at the end of the trial period if you choose to continue with a paid subscription. You can cancel any time before the trial ends to avoid being charged. > **Note:** When the initial 7-day period ends, you must add a card to continue using the app. This extension keeps your trial active for the remaining days at no cost. Referred Accounts & Promotional Trials [#referred-accounts--promotional-trials] If you signed up with a referral or promotional code, your trial duration may be longer (for example, a **30-day free trial**). Meelio uses **data-driven trial tracking** to automatically detect your promotion, displaying your specific trial length and progress bar on your billing card so you always know exactly how many days remain before your first charge. Subscribing or Upgrading Your Plan [#subscribing-or-upgrading-your-plan] To subscribe to a paid plan or change your plan cycle: 1. Click **Upgrade Plan** on the billing overview card (or navigate to **Settings → Billing → Plans**) 2. Choose your billing cycle: **Monthly** or **Annual** (annual plans offer additional savings) 3. Under auto-count billing, the checkout process automatically retrieves your live active member count — you do not need to enter or buy a manual seat quantity. 4. Complete the secure checkout via Stripe to activate your plan. Invoices [#invoices] If you have a payment method on file, the invoices section shows your billing history: * Invoice number and date * Amount charged * Payment status * Download link for each invoice Billing Address [#billing-address] You can update your billing address from the billing page. This address is used on invoices and for tax purposes. Canceling Your Subscription [#canceling-your-subscription] 1. Scroll to the bottom of the billing page 2. Click **Cancel Subscription** 3. Read the warning about what happens when you cancel 4. Confirm the cancellation > **Note:** Cancellation takes effect at the end of your current billing period. You'll continue to have full access until then. Complimentary Access [#complimentary-access] Some accounts may have complimentary access (extended trial, partner, or promotional). If you have complimentary access, the billing page shows your access type and expiration date instead of subscription details. --- # Document Settings URL: /settings/documents Description: Customize the appearance of exported PDF documents with your practice branding and themes. Meelio allows you to customize the look and feel of your exported PDF clinical notes, care plans, and meal plans. Access these settings from **Settings → Documents**. PDF Style [#pdf-style] Choose the overall visual style for your exported documents. * **Refined** — A modern, polished layout that mirrors the in-app rendering of artifacts. * **Classic** — A traditional, clean document format. Branding Mode [#branding-mode] Control how your practice's identity appears alongside Meelio in exported files. * **Meelio** — Only Meelio branding is shown. * **Practice only** — Only your practice logo and name are shown. * **Practice + Powered by Meelio** — Shows your practice branding with a subtle "Powered by Meelio" footer. Header Style [#header-style] Customize the layout of the top section of your documents. * **Classic** — Standard header with logo and document title. * **Modern Minimal** — A clean, space-efficient header. * **Accent Header Block** — A bold header with a colored background block. Practice Branding [#practice-branding] If you've selected a branding mode that includes your practice, you can customize the following: * **Practice Logo** — Upload a PNG or JPG file of your logo. * **Logo Position** — Choose to place your logo on the **Left** or **Right** of the header. * **Show Organization Name** — Toggle whether your practice name (from [Practice Settings](practice)) appears in the header. * **Accent Color** — Choose a color used for headings, horizontal lines, and other highlights in the PDF. Footer [#footer] Customize the text that appears at the bottom of every page. * **Custom footer text** — Enter text such as "Confidential Medical Document" or your practice's website. * Leave blank to use the default footer based on your selected branding mode. Live Preview [#live-preview] As you adjust settings, a live preview is available to show you exactly how your changes will look on a sample document. * On larger screens, the preview appears on the right side of the page. * On smaller screens, click the **Preview** button in the header to view the document. Resetting Defaults [#resetting-defaults] If you want to start over, click **Reset to Defaults** at the bottom of the page to restore all document settings to their original state. --- # Settings URL: /settings Description: Configure your Meelio account, practice, recording preferences, team, and billing. Manage your Meelio experience from the Settings pages. Access Settings by clicking the gear icon in the top-right corner of the app. In This Section [#in-this-section] 1. [Account](account) — Profile, specialty, NPI, and privacy 2. [Practice](practice) — Organization name, country, currency, and measurement units 3. [Documents](documents) — Custom PDF branding, logos, and themes 4. [Recording & Transcription](recording-and-transcription) — Audio quality, transcription mode, and echo cancellation 5. [AI & Summaries](ai-and-summaries) — Auto-summary, AI prompt defaults 6. [Notifications](notifications) — Notification preferences 7. [Team Management](team-management) — Invite members, manage roles, transfer ownership *(Admin)* 8. [Billing & Subscription](billing-and-subscription) — Plans, invoices, and cancellation *(Owner)* 9. [Referrals](referrals) — Invite colleagues, track referral status, and manage payouts --- # Notification Settings URL: /settings/notifications Description: Configure meeting reminders and recording notifications. Access from **Settings → Notifications** to control what notifications Meelio shows you. Meeting Reminders [#meeting-reminders] Enable Meeting Notifications [#enable-meeting-notifications] Toggle to receive notifications before scheduled appointments. When enabled, you'll see a popup reminder before your appointments. Show Notifications For [#show-notifications-for] Choose which appointments trigger notifications: * **All appointments** — Get notified for every calendar event * **Only with video links** — Only notify for appointments that include a video call link Reminder Timing [#reminder-timing] How far in advance you want to be notified: * 2 minutes before * 5 minutes before * 15 minutes before * 30 minutes before Recording Notifications [#recording-notifications] Microphone Activity [#microphone-activity] Toggle **Notify when microphone becomes active** to get alerted when another application starts using your microphone. This helps you stay aware of when audio is being captured on your device. Email Notifications [#email-notifications] Daily Pre-consultation Summary [#daily-pre-consultation-summary] Toggle this setting to receive a daily email at 9:00 AM summarizing the pre-consultation reports for all appointments scheduled for that day. This helps you prepare for your sessions with a quick overview of patient status and history. --- # Practice Settings & Intelligence URL: /settings/practice Description: Configure your organization details and manage your custom Practice Library (Practice DNA). > **Admin access:** While basic practice settings, onboarding, website crawls, and draft approvals are restricted to organization **Admins** and **Owners**, all organization members have read-only access to the **Practice Library** to align clinical guidelines. *** Basic Practice Settings [#basic-practice-settings] Access basic practice configuration from **Settings → Practice** to configure your organization's information and regional preferences. Practice Information [#practice-information] * **Practice Name** — Your organization's display name (e.g., "Wellness Nutrition Clinic") * **Country** — Your primary country of operation Billing Address [#billing-address] The billing address is used for invoicing and subscription management: * **Address Line 1** — Street address * **Address Line 2** — Apartment, suite, unit (optional) * **City** * **State / Province** * **Postal Code** * **Billing Country** — Can differ from your practice country Regional Preferences [#regional-preferences] * **Currency** — Select your preferred currency for billing and pricing display (**USD**, **GBP**, or **EUR**). * **Unit System** — Choose between **Metric** (kg, cm) and **Imperial** (lb, in) for patient measurements and meal plans. * **Language** — Select display language (**English** is currently the only option). Click **Save** in the page header after making changes to basic preferences. *** Practice Intelligence (Practice DNA) [#practice-intelligence-practice-dna] **Practice Intelligence** is a powerful Meelio feature that customizes the AI clinical assistant to match your organization’s clinical guidelines, protocols, and medical voice. Instead of sounding like a generic scribe, Meelio uses your specific **Practice DNA** to format notes, recommend supplements, and suggest care plans. Access Practice Intelligence by clicking the **Practice** tab in the top navigation of the application (pointing to `/practice/library`). Onboarding & Import (Admin Only) [#onboarding--import-admin-only] When an admin visits the Practice tab for the first time, Meelio launches a guided setup to bootstrap your practice guidelines without manual writing: 1. **Import from Web**: Provide your clinic's public website URL. Meelio's backend safely crawls the site to extract dietary stances, philosophies, and clinical guidelines. 2. **Add Documents**: Drag and drop text documents, Markdown files, PDFs, HTML web pages, or standard images (`.txt`, `.md`, `.markdown`, `.pdf`, `.html`, `.htm`, `.png`, `.jpg`, `.jpeg`, `.webp`, `.heic`, `.heif`) with a 10 MB per-file limit into the import area. Meelio's backend extracts the clinical guidelines and protocols from these materials automatically. 3. **Confirm Profile**: Confirm basic organization specialties, name, and provider identifiers. 4. **Draft Review Queue**: All crawled or uploaded items land in a draft review queue. You can access this queue by clicking the **Review** tab in the Practice menu (accessible at `/practice/review`). To streamline the approval process, the review queue is organized into clear tabs by category: * **Knowledge** — Protocols, SOPs, Handouts, Recipes, and Terminology. * **Safety** — Red flags and Cohort rules. Admins can view detailed previews of each draft, edit their contents, reclassify them to a different category, reject them, or approve them to go live. > **Note:** The import process is fully asynchronous. You can click **Continue** during a crawl; Meelio will continue processing in the background and notify you as new drafts are extracted. *** The Practice Library [#the-practice-library] Once onboarded, the **Practice Library** is your central dashboard for reviewing and managing clinical templates, rules, and preferences. It is divided into five core sections (tabs): 1. Knowledge [#1-knowledge] This tab houses your practice's active clinical information. It includes: * **Protocols** — Standard guidelines for treating specific conditions. * **SOPs** — Internal Standard Operating Procedures for clinical workflows. * **Handouts** — Informational documents shared with patients. * **Recipes** — Specific therapeutic meal formulations. * **Preferred Labs** — A directory of your practice's default clinical laboratory providers. * **Preferred Brands** — Recommended supplement, herb, or clinical brand names. * **Lab Reference Ranges** — Customized physiological ranges used when interpreting biomarkers. 2. Safety [#2-safety] Defines guidelines designed to enforce clinical accuracy and patient safety: * **Red Flags** — Critical symptoms, contraindications, or medical red flags that require immediate referral or caution. * **Cohorts** — Custom rules and parameters that apply automatically to specific patient sub-groupings. 3. Voice [#3-voice] Shapes the communication, tone, and clinical stance of Meelio's AI: * **Treatment Philosophy** — The core therapeutic perspective of your organization. * **Communication Style** — The primary tone (e.g., academic, compassionate, direct) used in client communications. * **Dietary Stance** — Your practice's perspective on nutritional therapy (e.g., functional food focus, specific dietary models). * **Terminology** — Customized abbreviations, preferred wording, and terms unique to your specialty. * **Regenerate Voice**: Admins can trigger a **Regenerate** action on this pane. Meelio's backend will re-evaluate all your approved sources and compile an updated, high-fidelity communication style automatically. 4. Overrides [#4-overrides] Allows admins to manage **Spine Instructions** (overrides) using a standard CRUD (Create, Read, Update, Delete) editor. These are special global prompts or custom rules that override default AI behaviors for specific conditions, formats, or clinical edge-cases. 5. Spine [#5-spine] The **Spine** is the compiled, consolidated knowledge corpus of your entire practice. * **Viewer**: A read-only explorer featuring a fully rendered Table of Contents and Markdown document representing your complete practice guidelines. * **Recompile (Admin Only)**: After making changes (approving new drafts, editing templates, or deleting old items in the library), admins must click **Recompile** under the Spine tab. This compiles the latest approved entries into a new active Spine so they immediately shape all subsequent AI consultation summaries and clinical note generations. --- # Preview Features URL: /settings/preview-features Description: Early access to upcoming Meelio features, including the MCP Server. Preview features are experimental or advanced tools that are in early development. These features may change significantly or be removed in future updates. Access these features from **Settings → Preview Features**. MCP Server (Model Context Protocol) [#mcp-server-model-context-protocol] The Meelio MCP Server allows you to connect external AI applications (like Claude Desktop, Cursor, or other AI agents) to your Meelio data in a read-only, secure, and HIPAA-compliant way. How It Works [#how-it-works] 1. Meelio runs a local Model Context Protocol (MCP) server on your computer 2. You configure your external AI app to connect to this server 3. The AI app can then query Meelio for consultation transcripts, patient data, and clinical notes to provide better context for its own generation Privacy Mode [#privacy-mode] When **Privacy Mode** is enabled (default), Meelio automatically strips identifying information from the data shared with external tools: * Patient names and emails are removed * Clinical data (diagnoses, medications, vitals, transcript content) is preserved > **Important:** While Privacy Mode helps protect patient identity, sharing clinical data with third-party AI tools may affect your HIPAA compliance depending on your Business Associate Agreement (BAA) coverage with those tools. Use this feature with caution. Setting Up MCP [#setting-up-mcp] 1. Enable the **MCP Server** toggle in Settings 2. Meelio will generate a unique **API Key** for authentication 3. Click **Copy Claude Desktop Config** to copy the required configuration snippet 4. Paste the configuration into your AI app's MCP settings (e.g., `claude_desktop_config.json`) 5. Restart your AI application Configuration Details [#configuration-details] * **Port** — The local port used by the server (default: 3846) * **API Key** — Required for authentication. You can regenerate this key if it's ever compromised. * **Privacy Mode** — Toggle identifying data stripping. --- # Recording & Transcription Settings URL: /settings/recording-and-transcription Description: Configure audio quality, transcription mode, echo cancellation, and AI summaries. Access these settings from **Settings → Recording & Transcription** (labeled "Assistant" in the sidebar). Recording Behavior [#recording-behavior] Prevent Computer Sleep During Recordings [#prevent-computer-sleep-during-recordings] When enabled, your computer stays awake while recording a consultation. Enabled by default. Auto-Generate Consultation Summaries [#auto-generate-consultation-summaries] When enabled, Meelio automatically creates an AI-powered summary after each consultation. The summary streams to the Processing page when you stop recording. Enabled by default. Auto-Switch to Recording View [#auto-switch-to-recording-view] When enabled, Meelio automatically navigates to the recording screen when a consultation starts. Enabled by default. Transcription Mode [#transcription-mode] Choose how Meelio transcribes your consultations: * **Live Transcription** — Real-time transcript during recording (default) * **Enhanced Transcription (AI)** — Records audio and transcribes after you stop recording, providing higher accuracy with better speaker identification > **Note:** Enhanced mode provides better results but shows no live transcript during the session. See [Transcription Modes](../consultations/transcription-modes) for a detailed comparison. Audio Quality [#audio-quality] A three-point slider controls audio quality: * **Good** — Uses less data, lower quality * **Recommended** (default) — Balanced quality and data usage * **Best** — Highest quality, uses more data Audio Processing [#audio-processing] Echo Cancellation [#echo-cancellation] Toggle WebRTC echo cancellation on or off. Enabled by default. > **Note:** Disabling echo cancellation provides cleaner microphone audio for medical transcription in some setups, but may introduce echo from speakers. AI Prompts [#ai-prompts] Expand the **AI Prompts** section to customize the system prompts used by the AI. See [Custom Prompts](../ai-assistant/custom-prompts) for details. --- # Refer a Colleague URL: /settings/referrals Description: Invite colleagues to Meelio, view your referral statistics, and manage payouts. Help a colleague discover Meelio. When you refer someone, they get their first month free, and you earn a reward when they subscribe. Access from **Settings → Referrals** to view your code, copy your share link, scan your QR code, and track your referral rewards in real-time. Dynamic Program Rewards [#dynamic-program-rewards] The page header displays your active, currency-aware referral program reward: * **Header Title** — Confirms your current earnings tier (e.g., *Earn $150 for every practitioner who subscribes*). * **Header Description** — Details the benefits for both you and your referee (e.g., *Your referral gets their first month free, and you earn $150 when they subscribe*). Your Referral Code, Link, & QR Code [#your-referral-code-link--qr-code] The referrals page provides three convenient ways to share Meelio with your professional network: * **Referral Code** — A unique 8-character code (e.g., `ABCD-1234`). This code is the primary source of truth for referral attribution. * **Share Link** — A pre-formatted link that automatically embeds your referral code, making it easy to send via email, text, or social channels. * **QR Code (Desktop Only)** — A scanable QR code representing your referral share link is shown next to your sharing cards. This is perfect for in-person sharing at conferences, clinics, or meetings, allowing colleagues to quickly scan with their mobile devices to sign up immediately. To share, click **Copy code** or **Copy link**, or let your colleague scan the QR code. How Attribution Works [#how-attribution-works] For you to receive credit for a referral: 1. Your colleague signs up for a Meelio account. 2. During onboarding, on the **Organization Step** (when creating a new organization), they must enter your **Referral Code** in the optional referral field. 3. Once they complete onboarding and subsequently transition to a paid subscription, your reward will be processed. > **Note:** The onboarding referral check is advisory. If they enter an invalid code, they can remove it or try a different one to avoid blocking their setup. Referral Statistics [#referral-statistics] At the top of your Referrals page, you can track your program performance: * **Signed up** — The number of practitioners who registered using your code or link. * **Converted** — The number of referred practitioners who have successfully subscribed to a paid plan. * **Total earned** — The total amount of cleared rewards you have earned. * **Pending** — Rewards that are earned but currently in a short cooldown period. > **Note:** Earnings and pending amounts are displayed when the referral rewards program is active on your account. Your Referrals list [#your-referrals-list] The **Your referrals** table lists each practice you have referred: * **Practice** — The name of the referred practice (or a default placeholder if not yet named). * **Joined** — The date they created their Meelio account. * **Status** — Their current stage (e.g., whether they have signed up, completed their first payment, or are pending cooldown). * **Reward** — The reward amount credited to you for that referral. Rewards are released after the referred practice's first payment clears a short cooldown to ensure payment stability. Managing Payouts [#managing-payouts] If you have at least one referral and your payouts are configured, a **Manage payouts** button will appear in the header of the Referrals page. Clicking **Manage payouts** will safely open your external partner portal in your system browser, where you can view detailed payment history and configure your payout preferences. --- # Team Management URL: /settings/team-management Description: Invite team members, manage roles, and transfer organization ownership. > **Admin only:** Team management is available to organization admins and owners. Access from **Settings → Team** to manage your practice's team members, invitations, and roles. > **Tip:** If you are the creator/admin of a new organization, you can also invite your team members during the onboarding setup. Any invitations sent during onboarding will automatically appear here under your pending team invitations list. Team Overview & Automated Billing [#team-overview--automated-billing] Meelio uses **auto-count seat billing**, which means your subscription is calculated automatically based on your active headcount. You no longer need to manually buy, upgrade, or allocate specific seat limits before expanding your team. The team page shows: * **Active members** — The total number of active team members in your organization. * **Pending invitations** — Invitations that have been sent but not yet accepted. * **Archived members** — Former team members whose access is revoked (these members are **not billed**). > **Billing note:** Your subscription bill is determined by the total number of active members and pending invitations. Your invoice will adjust automatically on your next billing cycle as your team size changes. Inviting a Team Member [#inviting-a-team-member] To add a new practitioner or staff member: 1. Click **Invite Member** 2. Enter their **first name**, **last name**, and **email address** 3. Select their **role** (Admin or Member) 4. Click **Send Invitation** The invited person will receive an email containing a secure link and an invite code to complete their onboarding. > **Note:** Sending an invitation automatically counts as an active seat. If you cancel a pending invitation before it is accepted, your billing headcount is reduced accordingly. Roles [#roles] | Role | Permissions | | ---------- | ------------------------------------------------------------------- | | **Owner** | Full access including billing, can transfer ownership | | **Admin** | Manage team, integrations, practice settings. Cannot access billing | | **Member** | Record consultations, manage patients, use AI features | Changing a Role [#changing-a-role] 1. Find the team member in the list 2. Click their role dropdown 3. Select the new role 4. Confirm the change Archiving a Team Member [#archiving-a-team-member] Instead of permanently deleting a team member, you can archive them. This is useful for seasonal staff, practitioners on leave, or offboarding: 1. Find the team member in the list 2. Click **Archive** 3. Confirm the action in the dialog > **Effect of Archiving:** The archived member loses access to Meelio immediately. Their seat is freed and **your bill automatically decreases** on the next billing invoice. Their history and clinical data remain safely saved. Reactivating a Team Member [#reactivating-a-team-member] If an archived member returns to your practice, you can restore their access at any time: 1. Locate the member in the **Archived members** list 2. Click **Reactivate** 3. Confirm the reactivation > **Effect of Reactivation:** The member regains full access immediately, and **your bill automatically increases** starting on your next invoice to reflect the added headcount. Removing a Team Member Permanently [#removing-a-team-member-permanently] If you want to permanently remove a member from your organization: 1. Find the team member or archived member in the list 2. Click **Remove** (or click the action menu to select Remove) 3. Confirm the permanent removal > **Warning:** Removing a member permanently deletes their association with the organization. This action is irreversible. Managing Invitations [#managing-invitations] For pending invitations, you can: * **Resend** — Send the invitation email again * **Cancel** — Revoke the invitation before it's accepted (this immediately lowers your active seat count) Transferring Ownership [#transferring-ownership] The organization owner can transfer ownership to another admin: 1. Find the admin you want to transfer ownership to 2. Click **Transfer Ownership** 3. Confirm the transfer > **Warning:** Transferring ownership makes the other person the owner and changes your role to Admin. This action is irreversible without the new owner's cooperation.