The AI-Written Note Draft
You are not the one writing first: the AI proposes the call note and you correct it. What you save is final — the text you read in the dialog is exactly what stays in the notes history, with no rewrite happening afterwards.
The draft runs on the agency AI keys: the model key is essential, the Deepgram key is what transcribes the audio. Without the model key the dialog stays empty and you write by hand; without Deepgram the draft is still written, but only from the history and the screenshots.
Record call is part of call recordings: it needs the Professional plan or higher (below that, the button shows a padlock) and the consent acknowledgement given by the admin.
Recording a call
On the lead detail page, on Open leads, press Record call before you dial: a timer appears together with a Stop & attach button. When you stop, the follow-up dialog opens straight away: first the banner “Uploading the recording…” while the audio goes into the recordings archive, then the AI starts writing by itself.
Recording happens through the device microphone: a browser cannot tap into the phone call itself. If you call and record from the same phone — the classic Android case — the call keeps the microphone and the file comes out silent, without a single error message. The dialog tells you with an amber warning: “No speech in the recording. If you called from this same device, the call was holding the microphone: record from another device with the speakerphone on. Write the note by hand.”
What does work is recording from the computer with the phone on speakerphone.
- The first time, the browser asks permission to use the microphone. If you deny it you get Microphone blocked: you’ll have to re-enable it in your browser settings.
- The maximum length is three hours, far beyond any real call.
- If you leave the page while recording, or before the upload has finished, the recording is lost: stop it and wait for the AI banner before navigating away.
- Recording a conversation you take part in is lawful for internal use, but the rules differ from country to country: check what applies to you before making it a habit.
Where the recording ends up
The call becomes a recording like those of the bot and the extension, not an attachment of the note:
- it lives in the agency recordings archive: it counts against the plan quota, expires after the retention days chosen by the admin and can be locked to keep it;
- it shows up in Recordings with the Phone badge, with a transcript where clicking a sentence plays it again;
- in the lead’s history, under the note, you find Listen (the player) and Open recording. If the audio has expired or was deleted, the player is replaced by its status; note and transcript stay readable;
- it can be played back by whoever recorded it, the admin, their sales manager and the lead’s setter and closer: if the setter makes the call, the closer finds it in the history;
- in My team it counts among the Recorded calls of whoever recorded it.
What the AI does before you write
While it works you see the banner “The AI is writing the note from the recording…” and the fields stay locked: editing a box that is about to be rewritten would throw away what you just typed. When it’s done the fields fill in and the line “Draft written by the AI: check it and fix it before saving” appears.
The dialog waits three minutes at most. After that it says “The note will appear in the record as soon as it is ready: you can fill it in by hand.” and the fields unlock: the draft, when it arrives, shows up in the history as AI draft — to review.
The AI proposes these fields, all of them editable:
| Field | What goes in |
|---|---|
| Contact outcome | One of the six labels: Answered, No answer, Call back, Call scheduled, In negotiation, Other. |
| What came up | Needs, objections, budget, timing: the substance of the conversation. |
| Compared to where we left off | What changed since the previous notes. Stays empty with no history, or when nothing changed. |
| Next step | The agreed commitment, short and actionable. |
| Next follow-up | A real date, only if one was actually agreed out loud. |
| Status and Reason | Lost only if the prospect clearly says no, with the reason. Otherwise it stays as it was. |
Fields the AI leaves empty stay empty: a blank box does not mean “clear this”, it means “I have nothing to say about it”.
What it works from
- One recording only: the call you just recorded or, with Write with AI, the last audio attached. The other audio files are not even downloaded — the draft is about the call that just ended.
- The last ten notes on the contact, each with its date. It is the history, not a second recording, that lets the draft say what changed and propose a sensible date instead of a vague “in a month”.
- Up to six screenshots (png, jpg, gif, webp): handy for deals that happen over chat.
Correcting and saving
What you see is a proposal: rewrite it, cut it, add to it. The outcome is still required and, if you move the Status to Lost, the Reason is too.
With Save follow-up the note goes into the history exactly as it stands: nothing runs after the save, so the text you read is the text your colleagues will read. The note is written in the agency language, not in your interface language: it lives in the history and the whole team reads it.
If you close the dialog without saving, the screenshots and voice notes uploaded during that session are removed. The recorded call stays instead: it is in Recordings, and its draft lands in the history as AI draft — to review, to pick up again with Review.
“Write with AI” without a recording
At the bottom of the dialog sits the Context for the AI (optional) box, with the microphone for a short voice note, Upload file and the Write with AI button. The on-screen hint reads: “Audio ≤25MB (recording or file), screenshots ≤10MB. With an audio file the draft starts on its own; otherwise press “Write with AI”.”
The draft only starts by itself for the call you just recorded with Record call: files you add in the dialog are handed to the AI with this button (after a recorded call, the AI also reads its transcript again). It lights up when there is at least one attachment or when you have already typed something into one of the text fields. In the second case your text travels as a lead: the AI has to integrate it, never drop it or contradict it. It is the way to have four hurried scribbles tidied up, or to have screenshots read without recording anything.
When the AI cannot write
| Warning in the dialog | What to do |
|---|---|
| Upload failed | The recording did not reach the archive (no network, or the archive could not be reached). Press Retry: it resumes from where it stopped. Don’t close the page until it has gone through, or the file is lost. |
| Recording not started: … | The archive refused the call and the reason follows the colon: plan without recordings, missing consent acknowledgement, archive not configured or full. The admin fixes it in Settings › Calls; meanwhile, write the note by hand. |
| No speech in the recording… | The call was silent: almost always you called and recorded on the same device. Write by hand and, next time, record from the computer with the phone on speakerphone. |
| Transcription failed… | Different from the case above: the audio is there, but the transcription did not answer. Try again with Write with AI, or write the note by hand. |
| The AI did not answer… | A momentary model failure: try again with Write with AI or fill it in by hand. |
| The AI found nothing to write… | There was material, but nothing to say: the note is yours to write. |
| Some screenshots were not read… | More than six images, or a format other than png, jpg, gif and webp. The draft is written anyway, without those images. |
| One attachment could not be read… | A file could not be read back from storage: the draft does not include it. |
| AI refinement is off: AI keys are missing. | The agency has no model key. Admins get a Set up link next to it, straight to the AI keys. |
In every one of these cases no field is touched: whatever you had already typed stays where it is. An empty draft never overwrites a person’s work.
Drafts from calls recorded by the bot or the extension
When a call is recorded by the bot or by the Chrome extension — or when you close the dialog of a recorded call without saving — the note lands in the lead’s history by itself, carrying the amber AI draft — to review badge and a Review button.
Review reopens the very same follow-up dialog, already filled in with the draft’s fields: you correct it and save, and that same note is updated — no second entry is created for the same call. Until somebody reviews it, it stays a draft, plainly marked in the history.
The note of a call attached to a client (with no lead behind it) is final from the start instead: the follow-up dialog only exists for leads.
The rules the AI follows
- It invents nothing: every statement is anchored to the transcript, the history or the screenshots. If a piece of information isn’t there, the field stays empty.
- It never drops or contradicts what you wrote: it integrates it.
- Objections carry the original sentence taken from the transcript, when there is one.
- Relative dates (“in a month”, “next week”) are resolved against today in the agency time zone; if no date was agreed, the field stays empty.
- The Status only becomes Lost if the prospect clearly says no; when in doubt it is left alone.
- It does not assume who is talking: in the transcript the speakers are labelled speaker_1, speaker_2.
- It writes in the agency language.
Recordings, voice notes and screenshots are kept in private agency stores, out of reach from the outside. Recorded calls play with Listen under the note; audio attachments (voice notes, uploaded files and calls recorded before the end of September 2026) show their size and duration.