Managing Practifi Intelligence Licenses

Some of the functionality described in this article is available as part of our Fiano release and will not be available if your Practifi instance is not upgraded to this release. 

Overview

Practifi Intelligence is a platform add-on that brings you AI-driven features, including Chat, Follow-up Assistant, AI-generated Smart Notes, and Notetaker. Each of these features requires users to be assigned special licenses before they can access AI-powered functionality.

This article explains how administrators assign and manage Relationship Intelligence licenses across Intelligence features and covers the seat-limit monitoring introduced in the Blaufränkisch release.

Please note: Practifi Intelligence is a paid add-on. To request access, reach out to your Client Success Manager or Practifi contact. Enabling Intelligence features requires signing additional data processing agreements due to our AI provider partnership.

• Which Users Need a License?
• Assigning Relationship Intelligence Licenses
  • Chat
  • Follow-up Assistant
  • AI-Generated Smart Notes
• Assigning Meeting Intelligence Licenses
  • Notetaker
• Monitoring Seat Usage
  • Email Notifications
  • Reviewing and Adjusting Assignments

Which Users Need a License?

Not every user in your organization needs a Relationship Intelligence or Meeting Intelligence license. These licenses grant access to create and interact with AI-generated content. Users without a license can still view AI-generated content that has already been saved (such as Smart Notes with AI-generated sections or an AI-generated meeting summary), but they cannot generate new AI content themselves.

We recommend assigning Relationship Intelligence licenses to the following types of users:

• Team members who create detailed meeting notes.
• Users who are responsible for follow-up task management.
• Anyone who currently struggles with consistent follow-up creation.
• Advisors and servicing team members who regularly research clients, prepare for meetings, or need quick access to relationship context. 

Please note: Users assigned tasks from Follow-up Assistant who do not have a Relationship Intelligence license can still view those tasks.

Meeting Intelligence licenses should be assigned to financial advisors who regularly meet with clients.

---

Assigning Relationship Intelligence Licenses

Relationship Intelligence licenses are assigned through the Intelligence Features page in the Settings app. Users with Relationship Intelligence licenses can access Chat, Follow-up Assistant, and AI-generated templates and content blocks for Smart Notes.

Chat

Practifi Administrators can give users access to Chat by assigning Relationship Intelligence licenses on the Intelligence Features page in the Settings app:

1. Click the App Launcher and select the Settings app.
2. From the Settings app, click the Navigation menu and select Intelligence Features.
3. On the Intelligence Features page, confirm you are viewing the Users tab.

4. For a user to access Chat, your organization must have at least one available Relationship Intelligence license. The License Overview section shows the number of used and available licenses in your Practifi organization.

   

   Please note: If you do not have enough Relationship Intelligence licenses available, reach out to your Client Success Manager or Practifi contact.

5. In the User Licenses table, click the License Type drop-down next to the user's name and make one of the following selections:
   • Relationship + Meeting Intelligence enables access to Chat and the Notetaker bot. You should make this selection only if your firm uses Notetaker and you want the Notetaker bot to join users' meetings.
   • Relationship Intelligence provides access to Chat without additional Notetaker permissions.
6. Scroll to the right and confirm that the Chat toggle is on.
7. Repeat steps 5–6 for each user you want to grant access to.
8. At the bottom of the screen, click Save Changes. The user(s) you selected should now have access to Chat.

Follow-up Assistant

Practifi Administrators can give users access to Follow-up Assistant by assigning Relationship Intelligence licenses on the Intelligence Features page in the Settings app:

1. Click the App Launcher and select the Settings app.

   

2. From the Settings app, click the Navigation menu and select Intelligence Features.

   

3. On the Intelligence Features page, confirm you are viewing the Users tab.

   

4. For a user to access Follow-up Assistant, your organization must have at least one available Relationship Intelligence license. The License Overview section shows the number of used and available licenses in your Practifi organization.

   

   Please note: If you do not have enough Relationship Intelligence licenses available, reach out to your Client Success Manager or Practifi contact.

5. In the User Licenses table, click the License Type drop-down next to the user's name and make one of the following selections:
   • Relationship + Meeting Intelligence enables access to Follow-up Assistant and the Notetaker bot. You should make this selection only if your firm uses Notetaker and you want the Notetaker bot to join users' meetings.
   • Relationship Intelligence provides access to Follow-up Assistant without additional Notetaker permissions.
6. Confirm that the Follow-up Assistant toggle is on.
7. Repeat steps 5–6 for each user you want to grant access to.

8. At the bottom of the screen, click Save Changes. The user(s) you selected should now have access to Follow-up Assistant.

   

AI-Generated Smart Notes

Smart Notes are available to all Practifi users regardless of Intelligence access—users without a license can view Smart Notes with AI-generated content once they've been saved and can create Smart Notes using content blocks and templates that are not AI-generated. However, a Relationship Intelligence license is required to add AI-generated content blocks or create templates that include AI content.

Practifi Administrators can give users access to AI-generated Smart Notes by assigning Relationship Intelligence licenses on the Intelligence Features page in the Settings app:

1. Click the App Launcher and select the Settings app.

   

2. From the Settings app, click the Navigation menu and select Intelligence Features.

   

3. On the Intelligence Features page, confirm you are viewing the Users tab.

   

4. For a user to create AI-generated Smart Notes, your organization must have at least one Relationship Intelligence license available. The License Overview section shows the number of used and available licenses in your Practifi organization.

   

   Please note: If you do not have enough Relationship Intelligence licenses available, reach out to your Client Success Manager or Practifi contact.

5. In the User Licenses table, click the License Type drop-down next to the user's name and make one of the following selections:
   • Relationship + Meeting Intelligence enables access to AI Smart Notes and the Notetaker bot. You should make this selection only if your firm uses Notetaker and you want the Notetaker bot to join users' meetings.
   • Relationship Intelligence enables access to AI Smart Notes without additional Notetaker permissions.
6. Confirm that the Smart Notes AI toggle is on.
7. Repeat steps 5–6 for each user you want to grant access to.

8. At the bottom of the screen, click Save Changes.

   

   The user(s) you selected should now have access to AI-generated content blocks and templates when creating Smart Notes.

---

Assigning Meeting Intelligence Licenses

Meeting Intelligence licenses give users full access to Practifi's Notetaker. This means they can connect their Outlook calendar, allowing the Notetaker bot to join their meetings automatically.

Notetaker

For users to access Notetaker, Practifi Administrators must assign appropriate permissions and licenses. If your organization uses Microsoft Outlook, additional configuration is required before users can connect their calendars. For full instructions, see Enabling Notetaker.

Practifi Administrators can manage licenses and permissions on the Intelligence Features page in the Settings app:

1. Click the App Launcher and select the Settings app.

   

2. From the Settings app, click the Navigation menu and select Intelligence Features.

   

3. On the Intelligence Features page, confirm you are viewing the Users tab.

   

4. For a user to access the full suite of Notetaker features, your organization must have at least one available Relationship + Meeting Intelligence license. The License Overview section shows the number of used and available licenses in your Practifi organization.

   

   Please note: If you do not have enough Practifi Intelligence licenses available, contact Practifi Support.

5. In the User Licenses table, click the License Type drop-down next to the user's name and make one of the following selections:
   • Relationship + Meeting Intelligence enables the Notetaker and Meetings Digest permissions.
   • Relationship Intelligence enables only the Meetings Digest permission. 
6. Confirm that the Meetings Digest and/or Notetaker toggles are on, depending on your selection.
7. Repeat steps 5–6 for each user you want to grant access to.
8. At the bottom of the screen, click Save Changes.

Please note: If you assign the Notetaker or Meetings Digest permission set via a permission set group, you will not be able to turn it off for the individual user from the Intelligence Features page. You must first unassign the permission set from the permission set group, then unassign the individual user permission set assignment. 

We recommend controlling Notetaker permission sets solely via the Intelligence Features page rather than manually assigning them in Salesforce Setup.

---

Monitoring Seat Usage

As of the Blaufränkisch release, Practifi automatically monitors the number of Practifi Intelligence users assigned to your organization against your purchased seat count. This removes the need to track seat usage manually and ensures administrators are notified when action is required.

A daily scheduled job runs in the background, comparing the number of assigned Intelligence users to the purchased seat count. When the number of assigned users exceeds the purchased limit, the system automatically sends an email notification to the appropriate administrators.

Email Notifications

When your organization exceeds its Intelligence seat limit, email notifications are sent to all users with the Practifi - Intelligence Settings - Administrator permission set. If no users have that permission set, all active System Administrators receive the notification.

The notification includes the current seat count—both purchased and assigned—so you can quickly understand the extent of the overage before taking action.

Reviewing and Adjusting Assignments

When you receive a seat limit notification, follow these steps to bring your assignments back within the purchased limit:

1. Review the purchased vs. assigned seat count provided in the notification email.
2. Navigate to the Users tab on the Intelligence Settings page for a full view of current seat usage.
3. Manually remove the appropriate number of users to bring the assignments within the purchased limit, or reach out to your Client Success Manager or Practifi contact to add more seats.

Please note: The system does not automatically remove users. Administrators have full control over which users are removed from Intelligence license assignments. Consider removing offboarded users or adjusting assignments to align with current business priorities.