Where Zelun uses AI, who sees it and what a person must check

Zelun uses an AI model in a handful of places. This article lists every one that your team or your clients can run into, so you know what each does, who sees it, what it reads, and whether a person has to look at its output first.

Three rules hold for all of them:

• AI output can be wrong. A person must check it. Where the screen says "AI-generated" or "pending review", that is the cue to read it before relying on it.
• Most of them only suggest or describe. They show text on your screen and change nothing. The exceptions, where AI wording reaches a client or AI understanding changes an appointment, are listed under their own heading below.
• Some are available to everyone and some only when switched on for your account. The list says which. A feature that is not switched on simply does not appear, and the rest of Zelun works as usual.

Several of them also need Zelun's AI service to be connected for the platform. When it is not, the feature is skipped, shows a short "unavailable" message, or falls back to standard wording.

Nothing to set up. You cannot turn these features on yourself. If you want one that is not showing, ask Zelun support.

Quotes and Pipeline are in the Orders group of the side menu, Inventory is in Setup, and the visit history is on the Clients page. What each account can open there depends on its permissions.

Two assistants have their own articles. The Admin support assistant is a chat box that answers how-to questions from the help articles. The data assistant is a tool for Zelun's own team, not for shops. Both are covered in their own articles and are not repeated here.

There is nothing to do in order. Use this as a reference list.

Things you ask for or that appear for you to read. Nothing is sent or saved.

1. Admin support assistant. Open Support and use the chat box. It answers from the help center and never changes anything. Everyone who signs in as an owner can use it when the service is connected.
2. Summary of a client's notes. In Visit history, press Summarize notes. It reads only that one client's visit notes and shows a short digest plus highlights about allergies or reactions, marked "AI-generated visit-note summary". It runs only when someone presses the button, adds nothing that is not in the notes, and is not a clinical decision. See the visit notes article.
3. One-sentence report summary. On Reports, a sentence above the figures explains the totals for the period compared with the previous one. It reads only those totals for that location. It is not labelled as AI on screen, so treat it as AI-written and check it against the figures below it. It appears for every owner whenever the service is connected.
4. Cash drawer observation. When a drawer count does not match, the Register tab in Inventory can add a line starting "AI-generated observation:" that points at a likely pattern in the recorded figures. It never names a person. It is only available when switched on for your account.
5. Overdue orders observation. On Orders, when two or more orders are overdue, a box labelled "AI-generated observation" can sum up what they have in common. It reads only statuses and dates, not client names or prices. Only when switched on.
6. Checkout product suggestion. When you check out an appointment, a small button can suggest one of your own products that is in stock at that location. Pressing it only fills in the product field, and you still choose the quantity and complete the checkout yourself. Only when switched on.
7. Quote line items from notes or from a photo. In Quotes, Generate draft (from pasted consultation notes) and Attach inspiration photo produce suggested line items marked "AI-suggested, pending review". They never include a price. Nothing is added until you press Accept, and you type the price yourself. Both are only available when switched on for your account, and the photo one also depends on your subscription band. The quotes and orders article has the steps.
8. Supplier message draft. On a purchase order in Inventory, Receiving, Draft message writes a short reorder text for you to copy. It is written from the supplier's contact details and the order lines. Nothing is sent: you copy it and send it yourself. If it fails you see a message and write it by hand.

Wording that reaches your clients without anyone approving it first

1. Waitlist offers. When a slot opens and a client on the waitlist is offered it, the message text may be written by the AI model from the client's first name, the service, the person, the location, the time and the link. If that fails, a standard message is sent instead. A person does not review each one.
2. Made-to-order updates. When an order moves to its next status and order notifications are switched on for your account, the client's message may be worded by the AI model from the status, the items and the target date. A standard message is the fallback.
3. Quote review messages. When you submit or revise a quote, its message to the client may be worded by the AI model, but only when that is switched on for your account. The wording can only mention the prices already on the quote, and the client's own link is always included.

In these three cases the facts come from your records and the AI only rewords them. Check your records are right before you press the button that triggers them.

Things that happen in the background

1. Reading a client's free-text reply to a reminder. When a client answers a reminder on WhatsApp or SMS with a sentence rather than the usual button or keyword, an AI model reads only that reply and decides whether it means "I will come", "cancel" or something else. Only a confident "confirm" or "cancel" is acted on, and that confirms or cancels that appointment, with no person in between. A request to change the time, or anything unclear, changes nothing, and the client is sent their link to manage the booking. It is available to everyone whenever the service is connected.
2. Sorting cancellation reasons. After an appointment is cancelled with a written reason, an AI model files the reason into one of a few broad groups kept on the appointment. It does not change the cancellation or any fee. Zelun does not show it on a screen you use.

• Clients never see the Admin support assistant, the client notes summary, the report sentence, the cash drawer and overdue order observations, the quote suggestions or the supplier draft. These are for your team.
• Clients can see AI-worded text only in the three messages above: waitlist offers, made-to-order updates and quote review messages. Those messages are not labelled as AI and are not reviewed by a person before they go out.
• A client who replies to a reminder in their own words may find their appointment confirmed or cancelled, and gets a short reply saying so.
• The checkout suggestion only shows up on your screen. The client sees what you decide to add.

• Treating AI text as fact. It can be wrong or incomplete. Check summaries against the notes and observations against the figures.
• Expecting the summary of notes to run on its own. It only runs when someone presses Summarize notes.
• Expecting a suggestion to set a price. None of the quote suggestions carry a price.
• Expecting every feature in this list to be on. Several are switched on per account. If one is not showing, it is not available for you yet.
• Using the support assistant for your own numbers. It cannot see your appointments, clients or money.
• Thinking a client's unclear reply cancelled something. Only a clear confirmation or cancellation is acted on. Anything else leaves the appointment as it was.

The Admin support assistant, data assistant and visit notes articles are linked below.