Voice Notes & Transcription
Voice Notes let you capture what was said while it's still fresh - in the car after a site visit, walking out of a meeting, or straight from your phone - and have SwiftlyCRM turn it into searchable, editable text.
How It Works
You record (or upload an existing audio file), SwiftlyCRM transcribes it in the background, and the finished text lands against the record you attached it to. You don't have to wait around - the note keeps transcribing while you get on with something else.
Recording a Voice Note
There are three places to capture one:
| Where | Use it for |
|---|---|
| Voice Notes page | A standalone note you'll file later |
| A contact, account, deal, meeting or research note | A note attached to that specific record |
| The mobile "+" button | Quick capture on your phone, straight after the conversation |
Click Record voice note, give it a title, record or upload your audio, confirm consent, and hit Transcribe.
Important
Every voice note needs a title before you can save it. Titles are what make notes findable weeks later - "Voice note 47" helps nobody. You can rename a note at any time from the pencil icon next to its title.
Consent
Before a recording is uploaded you must tick the consent confirmation. This is deliberate: recording a conversation without the other party's knowledge is unlawful in many places, and the confirmation is your record that you had permission.
Uploading Existing Audio
If a call was recorded elsewhere - a conference platform, a dictaphone, a WhatsApp voice message - use Upload an audio file instead of recording. Common formats are supported, including m4a, mp3, wav, ogg, opus and webm.
Reviewing and Editing
Once transcription finishes, open the note to see:
- The audio player so you can listen back to any part
- The transcript, fully editable - fix names, jargon or anything the AI misheard
- Polish, which cleans up filler words and false starts without changing the meaning
- Export .txt to pull the text out for a report or proposal
Edits are yours: the original transcription is replaced by whatever you save.
Finding Notes Later
The Voice Notes page lists every recording across your team, grouped by date. You can:
- Search the full text of every transcript
- Filter by status (completed, processing, pending, failed)
- Switch between a compact list and a detail grid
- Expand any note in place to read or edit it
Because transcripts are searchable, a phrase someone mentioned once in March is findable in seconds.
Transcription Minutes
Transcription is metered in minutes per month, and your allowance depends on your plan. You'll see how many minutes remain each time you open the recorder, with a warning as you approach the limit. See the pricing page for the allowance on each tier.
Tip
Long recordings consume minutes quickly. For a two-hour workshop, consider recording the decisions and actions at the end rather than the entire session.
Audio Retention
To keep storage sensible and reduce how long raw recordings sit around, audio files are purged automatically after a retention period. The transcript text is kept - only the source audio is removed. Export anything you need to retain separately.
If a Transcription Fails
A note can fail if the audio is silent, corrupted, or the file couldn't be read. Open the note and click Retry to send it through again. If it fails repeatedly, upload the file in a different format.