AI Configuration

SOPHIE includes AI features that help your team generate SOPs, get action item recommendations, and receive improvement suggestions. The AI Settings page lets workspace admins control how these features work for the entire practice.

Accessing AI Settings

1. Click Settings in the sidebar.
2. Select the AI tab.

Only workspace admins and owners can view and change AI settings. If you do not see the AI tab, ask your workspace administrator.

Enabling or Disabling AI

The AI Features toggle at the top of the page turns AI on or off for your entire workspace. When you turn AI off, the following features become unavailable for all team members:

• SOPHIE AI assistant and chat
• AI-generated SOP content
• AI-powered action item insights and recommendations
• AI improvement suggestions
• Automated task prioritization

Turning AI back on restores all of these features immediately. No data is lost when AI is disabled.

Writing Tone

The SOP Generation Tone setting controls the default writing style SOPHIE uses when generating SOP content. There are three options:

Tone	Best for	What it sounds like
Standard operations	Day-to-day procedures	Clear, concise, action-oriented. Focuses on practical steps staff can follow right away.
Training-focused	New hire onboarding, complex procedures	Detailed explanations with learning objectives. Includes examples, tips, and context for each step.
Audit-ready / regulatory	Compliance-sensitive procedures	Formal, precise language with compliance references and traceability for regulatory review.

This sets the default for your workspace. Individual team members can override the tone each time they generate a SOP.

SOP Template

SOPHIE uses the STREAM framework by default when generating SOPs:

1. Systemize -- Purpose, who is involved, when, tools, media
2. Train -- 3 to 7 key steps (focus on the 20% that drives 80% of results)
3. Refine -- Simplification opportunities
4. Execute -- Ownership, completion tracking, checkpoints
5. Align -- Vision, playbook fit, role clarity
6. Measure -- KPIs, review cadence, improvement flags

If your practice prefers a different structure, you can type your own template in the SOP Template text box. SOPHIE will follow your custom sections and structure instead of STREAM. HTML formatting (headings, numbered lists, bold step titles) is applied automatically regardless of the template you use.

To go back to the default, click Reset to Default.

For more on customizing templates, see the Custom Templates doc.

AI Usage

Your workspace includes a daily token budget (shown on the Token Usage card). Tokens are the units AI uses to read your input and write a response. Your daily budget resets at midnight UTC.

The usage bar shows how much of your daily budget has been used:

• Green -- Plenty of budget remaining.
• Yellow -- You have used 80% or more of today's budget.
• Red -- You have exceeded today's included budget.

Click Refresh to see the latest usage numbers.

When your daily budget runs out and overage billing is not enabled, AI features stop working until the next day. No one on the team will be able to generate SOPs or use AI features until the budget resets.

Overage Settings

If you do not want AI to stop when the daily budget is reached, you can enable Overage Billing.

Turning On Overage Billing

Toggle the Overage Billing switch in the Token Usage card. When enabled, AI features continue working past the daily limit. Overage usage is billed at $0.50 per 1,000 tokens.

Monthly Spend Cap

To prevent unexpected charges, set a Monthly Spend Cap. Enter a dollar amount and SOPHIE will stop AI features for the rest of the month once that amount is reached. Leave the field empty if you do not want a cap.

The Token Usage card shows your monthly overage total and estimated cost so you always know where you stand.

Notification Emails

You can add email addresses to receive alerts when your workspace is approaching or exceeding usage thresholds. This is useful if you want your office manager or billing contact to stay informed without checking the settings page.

Who Can Change These Settings

Only workspace admins and the workspace owner have access to the AI settings page. Regular team members use AI features according to whatever the admin has configured but cannot change the settings themselves.

If a team member needs to adjust the writing tone or generation style for a single SOP, they can do that in the AI generation dialog when creating that SOP. Those per-SOP choices do not change the workspace defaults.

Next Steps

• SOPs -- Learn how to create and manage SOPs
• AI Generation -- Deep dive into AI-powered SOP creation
• Billing -- Manage your subscription and payment details