Say Hello to Appointment Transcription and AI Notes
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The Transcription & AI Note features are designed to enhance virtual appointments by automatically transcribing conversations and summarizing key discussion points using AI. These tools streamline the appointment documentation process, saving time for your advisers while ensuring accurate record-keeping.
Note: 12twenty prioritizes data privacy and security when processing AI-generated transcripts and notes. We use OpenAI for AI note generation, but no data sent to OpenAI is used for training their models. After processing, all transcript and AI note data remain securely stored on 12twenty’s servers and are not shared with third parties. Additionally, access to transcripts and AI notes is restricted to authorized Admins and Career Advisers within your institution. For more details on data policies, please visit this link.
Table of Contents
- Configuration Requirements for Transcription
- Transcription Details
- Configuration Requirements for AI Note
- AI Note Details
- FAQs
Configuration Requirments: Transcription
Wait! Before you can use Transcription, the following requirements must be met:
- Your site must include 12twenty Video.
- The appointment must be hosted using 12twenty Video.
- Transcription must not be manually disabled by the advisor.
- The meeting’s audio must be clear to ensure successful transcription.
Note: If 12twenty Video is not included on your site, please connect with your dedicated Customer Success Manager, or reach out to us at customersuccess@12twenty.com
Transcription Details
Activation:
- Transcription is always automatically activated for all appointments using 12twenty Video.
- The Admin user (Adviser hosting the appointment) will have access to a 'Transcription' button in the menu at the bottom of the meeting window that can be used to disable transcription at any time.
User Notifications:
- When a student and advisor join the video call, they will both receive the following notification in the top right corner of their scene: This meeting is being transcribed.
Accessing the Transcript:
- The transcript will become available approximately 5 minutes after the appointment has ended.
- Admin users can access the transcript via the View Audio Transcript button on the appointment details page.
- This button appears only when a transcript exists for the appointment and the user is the Admin associated with the appointment (Adviser) or has School Administrator access.
Transcript Features:
- All text is prefaced with the name of the person speaking and a timestamp.
- Users can search the transcript by keyword.
Note: While 12twenty AI uses advanced transcription technology to capture appointment discussions accurately, no transcription tool is perfect. Variations in audio quality, background noise, and speech patterns may affect accuracy. We recommend advisors review transcripts for clarity and context before relying on them for record-keeping or decision-making.
Configuration Requirements: AI Note
Before you can use AI Note, the following requirements must be met:
1. You must set the 12twenty AI Note Type in Appointments Site Settings.
- This setting determines how AI notes are classified on your site.
- It applies only to future notes. It will not retroactively apply to past notes.
- Only one note type can be selected.
- The note types in the drop-down menu come from your User Note Type picklist. If your team would like to add a specific note type for AI notes, please navigate to Site Management > Site Settings > Appointments > 12twenty AI
AI Note Details
AI Note Creation:
- AI-generated notes appear approximately 5 minutes after an appointment ends.
- Notes include a summary of key topics, recommendations, and action items.
AI Note Visibility:
- By default, AI notes will have the visibility level of All Admins (Everyone - All Admins).
- Admins can then edit the notes to adjust Admin Group visibility as needed.
AI Note Format (API and Reporting):
This table provides a structured breakdown of AI-generated appointment notes, making it easy to analyze note data through reports, audit logs, and the API.
|
Field |
Description |
|---|---|
|
Owner ID/Name |
Admin/Career Adviser assigned to the appointment |
|
Creator Name |
“12twenty Platform” |
|
Note Type |
Defined in “12twenty AI Note Type” setting |
|
Note Date |
Date of the appointment |
|
Visibility |
Default: "Everyone" (All admins) |
|
Note Description |
AI-generated summary of the appointment |
Frequently Asked Questions
Transcription:
Can students see the transcript?
No, only admins and Career Advisers associated with the appointment can view the transcript.
How long does it take for the transcript to appear?
The full transcript will be available approximately 5 minutes after the appointment ends.
Can I turn off transcription for a meeting?
Yes, Advisors can disable transcription at any time during the meeting by selecting the Transcription button in the video menu.
How accurate is the transcription?
12twenty AI delivers highly accurate transcriptions, but background noise, accents, or unclear audio may affect results. We recommend reviewing transcripts for accuracy before relying on them for documentation.
Can I search within a transcript?
Yes! The search function allows you to search by keyword. The results will display the lines of the transcript in which the word(s) appears.
Can I edit the transcription?
No, the transcription cannot be edited.
Will transcription work for in-person appointments?
Yes, but it will require you to create a virtual appointment with 12twenty Video in addition to the in-person appointment. You'll then access the virtual appointment during your time with the student so the audio can be collected. Please note that we are still in Beta and using transcription for in-person appointments may result in some inaccuracies in regards to who said what (Adviser vs Student).
How does 12twenty handle data from AI transcripts and notes?
12twenty prioritizes data privacy and security when processing AI-generated transcripts and notes. We use OpenAI for AI note generation, but no data sent to OpenAI is used for training their models. After processing, all transcript and AI note data remain securely stored on 12twenty’s servers and are not shared with third parties. Additionally, access to transcripts and AI notes is restricted to authorized Admins and Career Advisers within your institution. For more details on data policies, please visit this link.
AI Note:
Can students see AI-generated notes?
No, AI Notes are only visible to Admins and are stored in the appointment record and on the student profile.
How long does it take for the AI Note to appear?
The AI-generated note appears approximately 5 minutes after the appointment ends.
Can I edit or delete an AI-generated note?
Yes, Admins can edit AI notes to refine details or adjust visibility settings. If necessary, the note can also be deleted.
How does 12twenty AI generate the summary?
12twenty AI analyzes the full transcript and creates a concise summary highlighting key discussion points, recommendations, and next steps.
Can I change how AI Notes summarize appointments?
Not at this time, but 12twenty continually improves the AI model based on feedback. Schools can also manually edit AI-generated notes after they are created.