AI Settings & Preferences
Configure company, personal, and report-level AI preferences for summaries and inspection reports.
Company-Level Settings
Configure defaults that shape how Vadio generates meeting summaries across your company.
Transcription Language Default
Set a company default transcription language for AI summaries. The default applies to company meetings unless a meeting host uses a personal language override.
Company AI Summary Instructions
Add company-level instructions to guide the tone and emphasis of meeting summaries. Administrators and users with meeting settings permission can set, save, and reset these instructions.
Company instructions apply to meeting summaries only. They are not a general system prompt for every AI feature.
Industry Preset
An industry preset adds vocabulary and baseline instructions for your company's field. The preset helps AI recognize industry terminology and shape meeting summaries around relevant context.
Users who can manage the company profile choose one preset from a list, or choose no preset. Vadio administrators create and maintain the presets, including each vocabulary list. Companies cannot view or edit the contents of a preset.
Personal-Level Settings
Personal preferences apply to meetings you host and can refine the company defaults without changing them for other users.
Personal Language Override
Choose a transcription language for your own meetings when it differs from the company default. Reset the override to use the company language again.
Personal AI Instructions
Add instructions for how AI should write summaries for meetings you host. Personal instructions take priority over company instructions when the two conflict.
Personal instructions support up to 4,000 characters. Reset them to return to the company default behavior.
Report-Specific Settings
Template AI Brief
Use a template AI brief to provide tone and emphasis guidance for inspection reports. The brief helps shape how the report presents its findings.
The AI treats the brief as untrusted input. It can influence style, but it cannot override regulated facts or change the report's factual structure.
Super-Admin AI Operations
Super-admins can use the AI operations area to monitor AI activity across all companies.
| Area | What it shows |
|---|---|
| Run volume | The number of AI runs across supported features |
| Failures | Runs that did not complete successfully |
| Degradation | Runs affected by reduced quality or service behavior |
| Model usage and cost | Model consumption and associated cost |
| Company spend | AI spending by company |
| Meeting pipeline health | The status of meeting-related AI processing |
| Run prompts and traces | Prompt and execution details recorded for AI runs |
Run prompts and traces are view-only. A super-admin can open a run, read each AI call with its prompt sections and trace, and copy a prompt for debugging. Prompts and traces cannot be edited.
Token Pools
Vadio uses two independent token pools. Usage in one pool does not reduce the allowance in the other.
The AI summary pool covers meeting summary generation, regeneration, selection edits, and invoice parsing. Its monthly allowance depends on the plan. Yearly plans get the same monthly allowance as the matching monthly plan.
| Plan | AI summary tokens per month |
|---|---|
| Free | 0 |
| Trial | 250,000 |
| Start | 1,000,000 |
| Standard | 2,000,000 |
| Premium | 4,000,000 |
The Inspection pool covers report draft, report refine, placement, and offer proposal. Its allowance does not depend on the plan. The Inspection add-on funds it on any plan.
| Entitlement | Inspection tokens per month |
|---|---|
| No Inspection entitlement | 0 |
| Trial | 250,000 |
| Inspection add-on | 1,250,000 |
Inspection entitlement can come from a paid Inspection add-on, an active trial, chain membership, or a super-admin override. Without an entitled Inspection capability, the Inspection pool has no allowance. Chain members draw from the chain's shared pool instead of their own.
Both pools reset every month. Yearly plans also reset monthly. Unused tokens do not roll over: each new cycle starts with the full allowance, and nothing is carried forward from the cycle before.
A super-admin can override the allowance of either pool for one standalone company. Chain member companies are not adjusted this way: they are limited by the chain's shared pool and the company's own chain limit. The override has no duration or end date. It takes effect at once and stays in place for every following cycle until a super-admin changes it or clears it. Clearing it returns the pool to the normal plan or add-on allowance.