Voice Notes (Voice Notes)

Introduction

Voice Notes allow you to capture quick audio notes outside of formal meetings or calls: a comment after a visit, a reminder after a message, or any commercial insight you want to record.

When saving a note, Salescaling:

1. Transcribes the audio
2. Generates a title and summary with AI
3. Suggests contacts and companies mentioned in the note
4. Makes the note available in the inbox for review, CRM association, and enrichment with dynamic fields

Access

1. In the sidebar menu, open Voice Notes.
2. You will arrive at the inbox at /voice-notes, with the list of notes grouped by date.

Recording is available for paid roles. Other users can view notes according to their permissions.

Record a note

From your computer

1. In Voice Notes, click Record Audio.
2. Grant microphone permission if the browser requests it.
3. Press the record button and speak clearly (preferably without background noise).
4. Stop recording when finished.
5. Wait for processing: the platform uploads the audio and prepares the transcription.
6. On the review screen:
   • Listen to the note if needed
   • Confirm the contacts and/or company suggested by the AI
   • If the correct one does not appear, search for it in the directory
7. Save changes to associate the entities with the note.

From your mobile

On small screens, you will see a floating microphone button:

1. Tap it to start recording (recording capsule).
2. Stop recording when finished.
3. The note uploads in the background; you can continue using the app.
4. When ready, the review screen opens to confirm contacts and company.

What the AI does after recording

Result	Description
Title	Short name generated from the content
Summary	Key points of the note
Transcription	Full text, segmented and synchronized with the audio
Candidates	Contacts and companies detected in the mention; high-confidence ones can be automatically associated

While processing, the note may appear as pending or in progress. When finished, the summary and transcription become available in the detail view.

Explore the inbox

The Voice Notes inbox works similarly to the Meetings and Calls explorer.

Filters

You can filter by:

• Creation date
• User (who recorded the note)
• Associated company
• Keywords in the transcription
• Favorites (bookmarks)

You can also search by note name.

Saved views

Save frequent filter combinations as a View to retrieve them with one click.

Actions in each row

From the list you can:

• Open the note detail
• Play the audio
• Assign or change contacts and companies
• Manage dynamic fields
• View CRM associations (if you have a connected CRM)
• Delete the note

Notes captured via WhatsApp are identified with the WhatsApp icon.

Note detail

When you open a note you will see:

Header

• Editable title
• Date, duration, and owner
• Assigned contacts and companies
• Dynamic fields
• CRM associations (if applicable)

Tabs

• Summary: AI-generated summary
• Transcription: Transcription synchronized with the audio player

Assignments

You can associate or correct at any time:

• One or more contacts
• One or more companies
• Opportunities and other CRM entities when the integration is active

This keeps the note linked to your pipeline and facilitates commercial follow-up.

Best practices

• Speak close to the microphone and avoid background noise.
• Clearly mention the contact or company name if you want the AI to detect them.
• Review and confirm suggestions after recording; this avoids incorrect associations.
• Use favorites and saved views for notes you review often (coaching, follow-ups, etc.).
• Complete relevant dynamic fields so the team has the same context.

Frequently asked questions

How long does processing take?

It depends on the audio duration. It usually completes in a few seconds. Meanwhile, the note appears in the inbox with a processing status.

Can I edit the title or associations later?

Yes. The title is editable from the detail view, and you can change contacts, companies, and CRM associations at any time.

Who can see my notes?

Visibility follows your account's permissions and team/organization access, just like other activities in Salescaling.

Do Voice Notes replace Meetings or Calls?

No. They complement these activities for times when there isn't a recorded meeting or call, but there is commercial information that should be preserved.