Assigning AI Charting Assistant Seats on a Team Plan

Before You Begin

• AI Charting Assistant add-on: Purchase the add-on first. See the steps in Getting Started With the AI Charting Assistant →
   
• Team plan: These steps apply to Team plans. If you are on a Plus plan or below, this article doesn’t apply to you.
   
• Permissions: You must be the account owner or a team member with Manage Subscription & Add-ons permissions.
   
• Seat limit: You can hold one seat per practitioner on your plan. To add seats for more practitioners, add practitioner seats → to your plan first.
   
• Practitioners only: Seats go to active practitioners, including you as the account owner. Admin users and assistants cannot hold a seat.

⚠️ Important: Purchasing seats or changing tiers does not assign them. Until you assign a seat to a practitioner, that practitioner cannot record sessions or dictate notes. Team members are not notified when you assign a seat, so let them know.

Opening Seat Management

On Team plans, the account owner purchases AI Charting Assistant seats by tier and assigns them to individual practitioners. Each seat's included minutes are used independently and reset at the start of each billing cycle.

Open your Profile menu, select My Team, and click the AI Charting tab.

You can also go to Profile menu > My Subscription > My Add-ons, click the More Options menu (3 dots) next to AI Charting Assistant, and select Manage usage.

Assigning a Seat to a Practitioner

1. Open your Profile menu, select My Team, and click the AI Charting tab.
    
2. Under the relevant tier, click Assign next to an unassigned seat.
   

3. Select the team member from the dropdown in the pop-up and click Save.
   

💡 To assign multiple seats at once, use the Bulk assign button for that tier.

⚠️ Important: A seat holds its usage. If a seat is reassigned from one practitioner to another mid-cycle, the remaining quota on that seat carries over to the new practitioner. Usage resets at the start of the billing cycle, not when the seat is reassigned.  

Purchasing Additional Seats

Click + Purchase seats in the top-right corner of the AI Charting Usage page, or click Purchase seats next to any tier to add more seats at that tier level.

1. Open your Profile menu, select My Team, and click the AI Charting tab.
    
2. Click + Purchase seats in the top-right corner, or click Purchase seats next to a tier to add seats at that tier.
   

The cost of your new seats is added to your next subscription bill. New seats start unassigned, so assign each one to a practitioner.

Reassigning a Seat or Changing a Practitioner’s Tier

To move a seat to another practitioner, or to move a practitioner to a different tier, release the current seat and assign a new one. A seat’s tier cannot be edited directly.

1. Open your Profile menu, select My Team, and click the AI Charting tab.
    
2. Next to the practitioner who holds the seat, click the “x” and then click the Remove button in the confirmation pop-up.
    
3. If you are changing tiers and have no unassigned seat on the tier you want, click Purchase seats next to that tier and complete the purchase.
    
4. Under the tier you want, click Assign next to an unassigned seat.
    
5. Select the team member from the dropdown and click Save.

⚠️ Important: A seat holds its usage. When you assign a seat, the practitioner uses the remaining minutes on that seat, not the minutes from their previous seat. Usage resets at the start of the billing cycle, not when you reassign the seat. 

Releasing a Seat

Release a seat when a practitioner no longer needs the AI Charting Assistant. The seat returns to unassigned and stays available for another practitioner.

1. Open your Profile menu, select My Team, and click the AI Charting tab.
    
2. Next to an assigned team member, click the "x" and then click the Remove button in the confirmation pop-up. 
    
3. Repeat these steps for other team members as needed.

You may reassign seats as needed, or release all your seats as part of removing the add-on completely.

Giving Team Members Access to Your Session Recordings

By default, session recordings are only visible to the practitioner who recorded them. 

💡 You can control recording access on a per-team-member basis using the Advanced option in Team Member Access settings. See Understanding Team Member Access to Client Work →

To allow other team members to view your recordings, three settings must all be enabled:

1. In Settings & Preferences > Telehealth & Messaging, under the AI Charting Assistant section, check Allow team members to access my session recordings. 
   This grants other team members permission to access your recordings specifically.
   
    
2. The team member must have View access for Clients: Recordings in their role permissions. (Only the Practice Better account owner or practice admin can set team member permissions).
    
3. The team member must have Team Member Access set to include other team members, not just themselves. (Only the Practice Better account owner or practice admin can update team member access).

⚠️ Important: All three settings must be active for access to work. Enabling this checkbox alone is not sufficient if the team member's role permissions are not also configured correctly.

Understanding Seat Usage and Overage

Each seat’s included minutes are used independently and reset at the start of each billing cycle. Minutes are not shared between seats.

If a practitioner uses more than their tier’s included minutes, recording continues and the extra minutes are billed at $0.02 per minute on your following invoice. To review each practitioner’s usage or download a report, see Viewing and Exporting Usage →

Frequently Asked Questions

Q: Why wasn’t my session recorded? (Team plans)

A: Automatic recording only starts when an AI Charting seat is assigned to you. Purchasing seats or changing tiers doesn’t assign them automatically. The account owner can assign a seat from My Team > AI Charting by clicking Assign next to an unassigned seat under the tier. Team members aren’t notified when a seat is assigned to them.

Q: How do I know whether I have an AI Charting seat?

A: Open Settings > Telehealth & Messaging and look at the AI Charting Assistant section. When you have a seat, the settings are available. Without a seat, they appear greyed out. Ask your account owner to assign you a seat.

Q: Can an admin user or assistant have an AI Charting seat?

A: No. Seats go to active practitioners only, including the account owner.

Q: Why can’t I downgrade my Team plan?

A: Release all AI Charting seats and remove the AI Charting Assistant add-on first. Then you can complete the downgrade. See Getting Started With the AI Charting Assistant →