Question 1

How do I sign up for GreenNotes?

Accepted Answer

You can create a new account two ways: with Google (recommended — one tap, no password to manage) or with email and password. After sign-up you’ll verify your email and complete your profile details (name, profession, practice name).

If you’ve been invited to an existing practice, enter the invite code supplied to you during sign-up and you’ll join that practice instead of creating a new one.

Question 2

How do I invite team members or change their permissions?

Accepted Answer

Team management lives on the GreenNotes web portal at app.greennotes.co.za. Sign in there with the same credentials, then open your practice settings to invite members and configure their access. GreenNotes uses granular per-feature permissions (patients, consults, notes, letters, tasks, calendar, intake & consent) so you can grant exactly the access each member needs. The mobile app shows your current team but defers the management actions to the portal to keep the app focused on clinical workflow.

Question 3

How do I record and transcribe a consultation?

Accepted Answer

Open the note for the patient or session, tap the microphone icon, and grant microphone permission when prompted. GreenNotes records to your device and uploads in 45-second chunks while you're talking, so a one-hour consult is ready to process the moment you tap Stop. After saving the recording, tap "Transcribe Audio" on the audio card to choose Summary or Verbatim mode, output language, format, and your preferred template (e.g. SOAP). Pick "Process Now" to wait for the result inline, or "Set & Forget" to keep working — we'll push a notification when the transcript is ready.

Question 4

My recording finished but the transcription isn’t appearing — what should I do?

Accepted Answer

The most common cause is that you started recording offline. The chunks queue locally and upload the next time the app is online — wait until you have a stable connection, then re-tap Transcribe. Recordings are never lost on-device; they're uploaded with retry logic and persist across app restarts.

Question 5

How do I manage my subscription, billing, or invoices?

Accepted Answer

Subscriptions are managed on the web portal at app.greennotes.co.za. Sign in with the same credentials, open the Subscriptions tab under the Account header, and you can view your plan, change seats, update payment details, and download invoices. You can also purchase add-ons from here — additional mobile device seats, the GreenNotes Billing solution, and ChatMD. The mobile app reflects your current subscription state (active, trial, past due) via the banner at the top of the Patients screen — tap Manage on the banner to deep-link to the portal.

Question 6

What happens when my 14-day free trial ends?

Accepted Answer

You'll see a "Trial expired" banner on the Patients screen and any save action will surface a prompt with a link to email help@greennotes.co.za to upgrade. Existing records remain visible in read-only mode — you can browse and export but not create or edit. Once you activate a paid plan on the portal, write access is restored immediately (no app reinstall, no data loss).

Question 7

Is GreenNotes POPIA-compliant? How is my patient data protected?

Accepted Answer

Yes — GreenNotes (Pty) Ltd is fully POPIA compliant and is registered with the Information Regulator of South Africa. Data is encrypted with AES-256 before it leaves your device, using encryption keys that are versioned and rotated. Data is hosted in Google Cloud's South Africa region. The app provides settings to lock with Face ID / Touch ID after 5 minutes idle, and every read and write is logged to an audit trail for compliance reporting.

Question 8

Can my colleagues use Android phones while I use iPhone?

Accepted Answer

Yes — GreenNotes iOS and Android share the same backend, encryption format, and database schema. Notes, letters, consents, recordings, and signatures created on either platform appear identically on the other. Sync is real-time across devices, so your team sees the same data instantly.

Question 9

I haven’t received my verification email — what should I do?

Accepted Answer

First check your spam / junk folder; verification emails sometimes land there if your inbox doesn't recognise our sender. Open the Verify Email screen in the app and tap "Resend verification email" to trigger a fresh send — the link works regardless of which device you click it on. If you've been signing in as an existing user with an unverified email, you'll see a "Verify your email" banner on the Patients screen — tap it to reach the same screen. If the email still isn't arriving after a few minutes, email help@greennotes.co.za with your sign-up address and we'll verify your account manually.

Question 10

How do I export a patient record, letter, or consent as a PDF?

Accepted Answer

Open the relevant record. Patient records, letters, and consents each have a Share / Export action — tap it to render a PDF that includes your practice header, the content, and any signatures. From there your device's share sheet lets you email, save to a file, print, or send to any installed app.

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