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AI Settings

AI settings control how SOPHIE writes for your practice: whether her writing tools are available in the Standard editor, the tone and structure she uses, how much AI your workspace can use each day, and the description of your practice she works from. You can also give SOPHIE your own standing instructions.

Open AI settings​

The AI settings page is for practice owners and people with permission to Edit workspace settings.

  1. Click your profile picture at the top right and choose Profile.
  2. In the list on the left, choose AI.

The page is headed AI Settings.

Turn AI writing tools on or off​

The AI Features card has one switch, Enable AI Features. It controls SOPHIE's writing tools inside the Standard editor: drafting content, and highlighting text to have her rewrite it. Turn it off and those tools disappear for everyone in the workspace. Turn it back on and they return; nothing is lost either way.

note

The editor's AI tools are available on plans above Starter. If your plan doesn't include them, the switch has no effect.

Watch AI usage​

The Token Usage card shows how much AI your workspace has used today. Tokens are the units AI uses to read what you give it and write a response. Your workspace includes a daily allowance, which resets at midnight UTC (that's 7:00 PM or 8:00 PM Eastern, depending on daylight saving time).

  • Daily Included Tokens is your allowance, with a badge showing the percentage used.
  • The bar turns amber past 80% and red once you've gone over.
  • Click Refresh for the latest numbers.

When you near the limit, a banner warns you. If Overage Billing is off, AI features stop when the daily limit is reached and come back the next day.

Overage billing​

Turn on Overage Billing to keep AI working past the daily limit. Extra usage is billed at $0.50 per 1,000 tokens. With it on, you can set a Monthly Spend Cap (optional): enter a dollar amount, or leave it empty for no cap. The card shows Overage Today and Monthly Overage with an estimated cost.

Set the default writing tone​

SOP Generation Tone sets the default voice for Standards SOPHIE writes in the editor. People can still pick a different tone each time.

ToneWhat it sounds like
Standard operationsClear, concise, action-oriented language. Focus on practical steps staff can follow immediately.
Training-focusedDetailed explanations with learning objectives. Includes examples, tips, and context for each step.
Audit-ready / regulatoryFormal, precise language with compliance references and traceability for regulatory review.

Customize the Standard template​

SOP Template sets the sections SOPHIE uses when she writes a Standard. The default is the STREAM framework (Systemize, Train, Refine, Execute, Align, Measure). To use your own structure, type it in the box and click Save Template. Click Reset to Default to go back to STREAM. Formatting (headings, lists, bold step titles) is applied automatically whatever template you use.

Tell SOPHIE about your practice​

What SOPHIE knows about your practice is a short description SOPHIE reads at the start of every Ask SOPHIE conversation. SOPHIE fills it in automatically from your practice profile, your roles and the software you use, and it's marked Auto-detected from your practice profile.

Edit anything that's wrong or missing (what you call things, how your offices differ, systems you've stopped using) and click Save. It's then marked Customized. Revert to auto-detected throws away your changes.

You can also edit this from inside Ask SOPHIE: open How it works from the conversation's … menu and choose Practice profile. That view also lets you list Retired tools & products SOPHIE shouldn't mention in new Standards.

Your personal AI preferences​

Anyone can give SOPHIE standing instructions for the Standards they write with her writing tools in the editor, such as "Keep it under 10 steps" or "Add estimated time at the top".

  1. Click your profile picture and choose Profile.
  2. On Preferences, find AI Generation Preferences.
  3. Type an instruction and press Enter. It appears in the list right away.
  4. To remove one, click the × next to it.

Your preferences apply only to what you generate, and are combined with anything you type for a particular Standard. Keep each one short and specific; several focused instructions work better than one long paragraph.

Good to know​

  • Changes to the tone, template and practice description apply to what SOPHIE writes from then on. Existing Standards and drafts aren't rewritten.
  • Only owners and people with permission to Edit workspace settings see the AI page. Everyone can set their own AI Generation Preferences.