Record a phone call

Record a phone call with a client on your iPhone, then add the recording to Alcova. Alcova transcribes the call and Operator writes notes from it, so the conversation sits on the client's meeting with everything else.

When to use it

• A client rings while you are out. They tell you about a new job or a health scare, and you want it on file. Record the call, then add it as a new meeting.
• A follow-up call after a review. Add the call to the review meeting, so the review and the follow-up stay together.
• A review held by phone. If the call is in your calendar, add the recording to that meeting.

Record the call

1. Make or answer the call as usual.

2. Tell the client you would like to record the call, and check that they agree.

3. On the call screen, tap the More button, then tap Call Recording.

   Your iPhone plays an announcement to you both that the call is being recorded. The announcement tells the client about the recording. It does not replace asking for their permission.

4. Hang up when the call is over.

Your iPhone saves the recording in the Notes app, in the Call Recordings folder.

Add the recording to Alcova

1. Open the Notes app, then open the call in the Call Recordings folder.

2. Tap the share button, then tap Alcova. If Alcova is not in the row of apps, tap More at the end of the row.

   You can also start from Alcova. Open the meeting, tap the meeting actions button (…), tap Add recording, then tap Open Notes. Call recordings cannot be chosen from Files.

3. If you have not yet allowed AI processing, Alcova shows Before you upload. Read it, then tap Allow and upload. See Allow or stop AI processing.

4. In Add to a meeting, choose the meeting the call belongs to:

   • Under Suggested, Alcova lists meetings near the time of the call, and meetings with the person you called. Tap the meeting.
   • To find another meeting, enter part of its title or an attendee's name in Search meetings, then tap it under All meetings.
   • If the call has no meeting, for example when a client rang you unexpectedly, tap Create a new meeting from this recording. See Create a meeting for the call.

Alcova shows Done and the meeting it is adding the call to. The upload carries on in the background.

Create a meeting for the call

Add the people who were on the call. Alcova asks Who was on the call?, because the attendees make the transcript and notes more accurate.

1. Under Add attendees by name or email, enter a name or email address, then tap the person. To add someone Alcova does not know yet, enter their email address.

   If the recording is named after one of your contacts, Alcova suggests them. Tap the suggestion, such as Add Willa Whitlam?, to add them.

2. Optional: tap More details to change the Title, Starts or Ends. Alcova suggests a title from the recording, such as Call with Willa Whitlam, and sets the times from when you made the call.

3. Tap Create meeting.

What happens next

On Meetings in the iPhone app, the call shows under Uploads while it uploads. When the upload finishes, Alcova transcribes the call and Operator writes the meeting notes. The call appears under Recordings on the meeting, in the app and in Alcova on the web.

• To read the notes on your iPhone, see Read the notes.
• To read the transcript, see Read a meeting transcript.

If something goes wrong

• Already uploaded: you have added this recording before. Tap Upload again to add it again, or Cancel to stop.
• Sign in to Alcova: open the Alcova app and sign in, then share the recording again.
• File too large: the recording is too big to upload.
• Couldn't upload that file: share the recording again. If it keeps happening, report it from Settings with Report a Bug.
• The upload shows Failed under Uploads. Tap Retry.

Related

• Record a meeting on your iPhone
• iPhone meeting statuses
• Record or upload a meeting