AI · Appointments

Status:LiveLive and in use at Isabella Bathrooms. Not yet switched on for other showrooms. Smart Notes to quote is coming soon.

Appointment Smart Notes: record the visit, get the notes on the customer record

Appointment Smart Notes is the IBIOS-powered AI notetaker for sales appointments and showroom visits. It records the visit, with the customer always asked first, then puts a transcript, a summary and the notes and action points on the customer record, linked to the appointment. It is live and in use at Isabella Bathrooms. It is not yet switched on for other showrooms, and turning the conversation into a quote is coming soon.

Who it is for: Showrooms, design consultants and sales teams who sit down with customers for a long conversation and would rather talk than type notes afterwards.

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Key facts about Appointment Smart Notes

Checked 31 October 2026. Status as at that date.

Product: Appointment Smart Notes, made by IBIOS Limited
Status: Live. Live and in use at Isabella Bathrooms. Not yet switched on for other showrooms. Smart Notes to quote is coming soon.
Name: Appointment Smart Notes. Previously called the IBIOS Showroom Recorder
Status: Live and in use at Isabella Bathrooms. Not yet switched on for other showrooms
Consent: Live. The customer is always asked first and taps Yes or No Thanks. Nothing records until they say yes
If the customer says no: Live. Nothing is recorded and staff write notes instead
What you get: Live. The visit recorded, then a transcript, a summary and the notes and action points, on the customer record and linked to the appointment
Where it runs: Started from the appointment in the IBIOS Android app
Smart Notes to quote: Coming soon. Drafting a quote from what was said is built on a branch and is not released. Quotes are made today in Quote Studio, which is live
Promises and follow-ups: Coming soon. Tracking promises made in the appointment and checking them against IBIOS records is not released
Scoring: IBIOS does not score customers or staff
Availability: Early access by waiting list. There is no free trial.

What Appointment Smart Notes does today, and what is coming

Today

Record the visit, with the customer always asked firstLive
A transcript, a summary and notes and action points on the customer record, linked to the appointmentLive

Coming

Smart Notes to quote: a draft quote built from the conversation, for a person to review (built on a branch, not released)Coming soon
Promises made in the appointment tracked and checked against IBIOS recordsComing soon
Key moments you can jump to when you play the visit backComing soon
Switching it on for other showroomsComing soon

What is an AI notetaker that links to your CRM and ERP?

Most AI notetakers make a transcript and a summary and leave you to copy it somewhere. Appointment Smart Notes is part of IBIOS, so the output goes where the work is: the customer record and the appointment in your calendar, next to the quotes and jobs that follow. Nobody re-types the notes into the CRM.

It is live and in use at Isabella Bathrooms today. It is not yet switched on for other showrooms: join the founding group or book a demo and we will tell you when.

How does Appointment Smart Notes ask the customer first?

Staff open the appointment and press Start. The customer sees a short request on screen and taps Yes or No Thanks. If they say no, nothing is recorded and staff are given a notes-only visit note. While a visit is being recorded an indicator stays on screen and cannot be dismissed.

Your own duties as a business are yours: recording people has legal rules, this page is not legal advice, and we make no claim that the feature meets any law. Tell customers in plain words before you start.

What goes on the customer record?

A transcript, a summary and the notes and action points, in the same layout IBIOS uses for call reports, linked to the appointment. Anything that would go to a customer is a draft that a person approves before it is sent. IBIOS does not score the customer or the member of staff: the notes are about the job.

Reports from the calls your phone provider already records are a separate product and are live too: see meetings and call reports. For online meetings, see IBIOS Meet, which is rolling out to founding members.

Will it build the quote and track promises?

Smart Notes to quote is coming soon. Drafting a quote from the conversation is built on a branch and is not released. Today the quote is made in Quote Studio, which is live, and the finished quote can be checked by the AI Quote Reviewer, also coming soon.

Tracking the promises made in an appointment ("I will send the quote by Friday") and checking them against IBIOS records is also coming soon. Neither is released, and we publish no accuracy figure.

Where is the audio processed and how long is it kept?

Production is hosted in the UK. Some AI processing uses US providers (Groq and OpenAI), as listed on our sub-processors page; UK-only AI processing is coming soon. How long audio and transcripts are kept is a setting your company chooses, including not keeping the audio at all.

How Appointment Smart Notes works

Open the appointment and press Start
In the IBIOS Android app, staff open the appointment and press Start. The customer sees a short request on screen.
The customer says yes or no
The customer taps Yes or No Thanks. Nothing records until they say yes. If they say no, nothing is recorded and staff write notes instead. While a visit is recorded, an indicator stays on screen.
Get the notes on the customer record
IBIOS puts a transcript, a summary and the notes and action points on the customer record, linked to the appointment. Anything that would go to a customer is a draft that a person approves.

Join the waiting list for up to 15% off at launch

People who join the waiting list before launch can get up to 15% off their first 12 monthly payments, or a discount on their first annual payment (the percentage is confirmed before launch). After the first year, standard pricing applies. The discount depends on the plan.

No payment is taken to join. You can leave at any time. Read the offer terms.

Join the waiting list for Appointment Smart Notes

Questions people ask

Is Appointment Smart Notes available now?

It is live and in use at Isabella Bathrooms. It is not yet switched on for other showrooms. Register your interest in the founding group or book a demo and we will tell you when it can be.

What does Appointment Smart Notes do?

It records the visit, with the customer always asked first, then puts a transcript, a summary and the notes and action points on the customer record, linked to the appointment.

Can it build a quote from the appointment?

Not yet. Smart Notes to quote is coming soon and is not released. Quotes are made today in Quote Studio, which is live.

Does it link to my CRM?

Yes. The transcript, summary and notes go on the customer record and are linked to the appointment in the IBIOS calendar, so nobody re-types them.

Does it send anything to the customer by itself?

No. Anything that would go to a customer is a draft. A person reviews and approves it before it is sent.

Is Appointment Smart Notes the same as the IBIOS Showroom Recorder?

Yes. It is the new name for what we called the IBIOS Showroom Recorder. The old web address redirects to this page.

Does the customer have to agree to being recorded?

Yes, by design. The customer is always asked first and taps Yes or No Thanks. If they say no, nothing is recorded and staff write notes instead.

Is it legal to record customers in my showroom?

That depends on your circumstances and we cannot give legal advice. The feature is designed to tell the customer and ask first, but check your own obligations with a qualified adviser. We make no claim that it meets any law.

Want Appointment Smart Notes in your business?

Register your interest in the IBIOS founding group. No payment, no commitment. IBIOS runs Isabella Bathrooms today, and founding members get early access as we roll out.