Voice Notes

Introduction

The Voice Notes allow you to capture quick audio notes outside formal meetings or calls: a comment after a visit, a reminder after a message, or any business insight you want to keep recorded.

When saving a note, Salescaling:

1. Transcribes the audio

2. Generates a title and a summary with AI

3. Suggests contacts and companies mentioned in the note

4. Leaves the note available in the inbox for review, to associate it with the CRM and enrich it with dynamic fields

Access

1. In the side menu, open Voice Notes.

2. You'll reach 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 the computer

1. In Voice Notes, click Record Audio.

2. Grant microphone permission if the browser asks for it.

3. Press the record button and speak clearly (best with no background noise).

4. Stop the recording when you're done.

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 AI

   • If the correct one doesn't appear, search for it in the directory

7. Save the changes to associate the entities with the note.

From mobile

On small screens you'll see a floating microphone button:

1. Tap it to start recording (recording capsule).

2. Stop the recording when you're done.

3. The note uploads in the background; you can keep using the app.

4. When it's ready, the review 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 associated automatically

While it is processing, the note may show as pending or in progress. When it finishes, the summary and transcription are available in the detail.

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)

• Company associated

• Keywords in the transcription

• Favorites (bookmarks)

You can also search by the note name.

Saved views

Save common 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 by WhatsApp are identified by the WhatsApp icon.

Note detail

When you open a note, you'll see:

Header

• Editable title

• Date, duration and owner

• Assigned contacts and companies

• Dynamic fields

• CRM associations (if applicable)

Tabs

• Summary: summary generated by AI

• Transcription: transcription synchronized with the audio player

Assignments

You can associate or correct at any time:

• One or several contacts

• One or several companies

• Opportunities and other CRM entities when the integration is active

This keeps the note linked to your pipeline and makes sales follow-up easier.

Best practices

• Speak close to the microphone and avoid background noise.

• Clearly mention the name of the contact or company if you want AI to detect them.

• Review and confirm the suggestions after recording; this avoids incorrect associations.

• Use favorites and saved views for notes you review often (coaching, follow-ups, etc.).

• Fill in the relevant dynamic fields so the team has the same context.

Frequently asked questions

How long does processing take?

It depends on the length of the audio. It usually completes in a few seconds. In the meantime, the note appears in the inbox with processing status.

Can I edit the title or associations later?

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

Who can see my notes?

Visibility follows the permissions and team/organization access of your account, just like the rest of the activities in Salescaling.

Do Voice Notes replace Meetings or Calls?

No. They complement those activities for moments when there is no recorded meeting or call, but there is business information worth keeping.