Desktop App & Meeting Recorder

The desktop recorder is a local companion panel. It captures the computer microphone and system audio, shows a live transcript, and generates an editable meeting summary. It does not join an online meeting as a participant or place phone calls. That means you can open it for a phone call, online meeting, or ordinary conversation whenever you need it, without arranging a special meeting time or inviting a recording bot.

Use the CRM record as the long-term place for the customer history. The recorder gives you a transcript and summary; you choose the related record and explicitly attach the notes.

Use cases

Situation	How the recorder helps
Qualification after outreach	Add the prospect record as context, capture the problem, urgency, budget, and next step, then attach the checked summary to that record.
A follow-up after an email campaign	Open the recorder while speaking with a prospect, keep the campaign and person in context, and record the commitments that should move the opportunity forward.
Proposal or closing conversation	Capture requirements, objections, decision makers, promised changes, and the next commercial action. Review the summary before attaching it to the opportunity or custom sales record.
Founder-led sales calls	Keep a searchable history of ad-hoc calls and conversations without asking another person to take notes.
Handoff to a small team	Attach a concise summary to the customer record so another teammate can understand what was agreed without replaying the whole conversation.
Custom CRM process	Add a custom record to context, edit the summary into the team’s preferred structure, and attach it to the appropriate custom object or workflow.

Getting Started

Before you install

You need:

A Mac or Windows computer where you can install a desktop application.
Access to the CRM workspace.
A working microphone and a speaker or headset.
Internet access for sign-in, live transcription, and summary generation.
If you want to record a phone call through the computer: an iPhone or Android phone configured to make and receive calls on the computer.

A headset is recommended. It reduces echo and makes it easier for the recorder to capture both sides of a conversation.

Install the desktop application

In the workspace, open Settings → Downloads.
Choose the Mac or Windows build.
Install it and sign in to the same workspace.
To check the installed version or available updates later, open Settings → Desktop App.

The desktop application can remain available from the Mac menu bar or Windows system tray. Closing its main window hides the panel; use the tray or menu-bar icon to open the meeting window again. Choose the application’s quit command when you really want to stop it.

Set up computer audio

Connect a headset or choose the correct microphone and speaker in the computer’s sound settings.
Start a short test conversation or call through the computer.
Confirm that your voice reaches the microphone and that the other person’s voice plays through the selected computer output.
Open the recorder and check the microphone indicator before selecting Start.

The current recording flow uses the microphone and system audio together by default. The microphone captures your voice; system audio captures the remote side as it plays through the computer. If the remote side is speaking through the phone itself rather than the computer output, it may not be captured reliably.

Allow operating-system permissions

Mac

When macOS asks, allow microphone access and Screen & System Audio Recording. On older macOS versions, the second permission may be labelled Screen Recording. If access was denied:

Open System Settings → Privacy & Security.
Open Microphone and allow the desktop application.
Open Screen & System Audio Recording or Screen Recording and allow it there too.
Quit and reopen the desktop application.

Windows

Open Settings → Privacy & security → Microphone.
Turn on microphone access and allow desktop applications to use the microphone.
Check that the intended microphone is selected in Settings → System → Sound.
Reopen the desktop application if access was changed while it was running.

Make phone calls on the computer

The recorder does not dial the phone. First configure the phone and computer so the phone call is handled by the computer, then start the recorder.

Mac + iPhone

Sign in to the same Apple Account on the iPhone and Mac.
Connect both devices to the same Wi-Fi network.
On the iPhone, open Settings → Apps → Phone → Calls on Other Devices. Turn on Allow Calls on Other Devices, then enable the Mac.
Open FaceTime on the Mac and make sure the same Apple Account is being used for calling.
Place or answer the call in the Mac’s Phone or FaceTime interface.
Keep the call audio routed through the Mac’s speakers or headset.

Apple’s current instructions are in Set up and use iPhone Cellular Calls. Apple may change the exact menu location between operating-system releases.

Windows + iPhone with Phone Link

Open Phone Link on Windows.
Choose iPhone and follow the pairing instructions, normally including a QR code and Bluetooth pairing.
On the iPhone, allow the requested Bluetooth and notification permissions.
In Phone Link, open Calls and select Get started if prompted.
Place or answer the call from the computer and keep the call audio on the computer’s selected output.

See Microsoft’s Phone Link requirements and setup and making and receiving phone calls from a PC.

Windows + Android with Phone Link

Open Phone Link on Windows.
On the Android phone, install or open Link to Windows.
Sign in with the same Microsoft account on both devices.
Pair the devices with the QR code and follow the Bluetooth instructions.
Allow the requested contacts, call, notification, and nearby-device permissions.
In Phone Link, open Calls and select Get started if prompted.
Place or answer the call from the computer and keep the call audio on the computer’s selected output.

See Microsoft’s instructions for setting up calls in Phone Link. Android menu names can vary by phone manufacturer.

Run a real pre-call check

Before an important customer call, make a short test recording with someone speaking from the computer output. Confirm that the transcript contains both your voice and the remote voice. A permission check alone is not enough: the phone-routing and output-device setup must also be tested.

How to use it

Prepare context so the summary understands the meeting

Context gives the summary a reason for the conversation and a place to connect the result. Add it before recording:

Open the desktop meeting window.
Replace Untitled Meeting with a useful title, such as the customer name and purpose.
On the Meeting tab, open the Context area.
Write the goal, current sales stage, known facts, questions to answer, and desired next step in Add meeting goals and context….
Type @ and select the relevant person, company, opportunity, or custom CRM record. You can also use People → Add Context or Add Item to add a workspace record.
If the correct meeting appears under Upcoming Event, select it. Calendar context can provide the event title, timing, attendees, and matching CRM records.
Check the microphone indicator and select Start.

For example, write: “Qualification call after the website inquiry. Confirm the team size, current process, buying deadline, and whether a proposal review is the next step.” This gives the summary useful intent without requiring technical instructions.

Languages can be selected before capture, with up to ten languages available. Choose the languages that will actually be spoken before starting.

Record a phone call through the computer

Open the recorder before placing or answering the call.
Add the person and any opportunity or custom record to Context.
Confirm the call will use the computer’s microphone and speaker or headset, not only the phone handset.
Select Start and wait for the recording indicator and live transcript.
Conduct the call normally. Use Pause if a section should not be captured, then select Resume when appropriate.
After the call ends, select End and confirm End Meeting.
Wait for the transcript to finish saving and the summary to generate.

Starting the recorder after a call has already begun cannot recover the earlier part of the conversation.

Record an online meeting or ordinary conversation

Open the recorder from the menu bar or system tray.
Add the meeting goal and relevant CRM records to Context.
Start the online meeting or conversation with its audio routed through the computer.
Select Start in the recorder. No recording participant or bot invitation is required.
Watch the live transcript briefly to confirm that the audio is being captured.
Select End after the conversation and confirm the end action.

This same flow works for a quick founder-to-prospect call, a proposal discussion, a support handoff, or an in-person conversation near the computer. It is not limited to calendar events.

Review, edit, and attach the summary to a CRM record

After ending the session, open Summary if it did not open automatically.
Select Generate Summary if a summary is not present, or Regenerate if you changed the context and want a new version.
Read the summary against the transcript and edit it in the rich-text editor. Correct names, commitments, dates, amounts, and next steps.
Under Attach notes to: open Select a record….
Search with Search context…, choose the relevant CRM record, and select Attach.
Look for the confirmation that the summary was attached to CRM notes.

The note is attached only after you select a record and choose Attach. If the record list says No entities available in Context, return to Meeting → Context, type @ and choose the record, then return to Summary.

If Suggested changes appears, review each proposed field update. Select only changes that are correct, choose any additional records under Also attach note to:, and submit the selected changes. Treat suggestions as drafts: check them before they change a CRM record.

Make the summary fit your sales process

In Summary, use the Template subtab to select Load a preset template… or edit the markdown structure. A useful sales template can ask for:

Customer problem and impact.
Current process or alternative.
People involved in the decision.
Requirements, objections, and open questions.
Commercial timing or proposal status.
Agreed next action, owner, and date.

Use History to search past meeting titles and summaries. Open an earlier session when preparing a follow-up, then update the CRM stage, task, or custom fields based on the verified conversation.

Use the meeting controls

Start begins capture and the live transcript.
Pause temporarily stops capture; Resume continues it.
The microphone control can mute or unmute your microphone and system audio. It is different from pausing the whole session.
The meeting end control stops recording and opens the confirmation before the transcript and summary are finalised.
The panel can be collapsed and reopened from the meeting window, menu bar, or system tray.

Configure repeat-use behavior

Open the Settings tab in the meeting window:

Use calendar context controls whether nearby calendar events are used as context.
Before meeting and After meeting control the calendar context window.
Auto-expand on session start controls whether the meeting panel opens when capture begins.
Stealth protection controls the display behavior of the meeting panel.

These display and calendar settings do not replace the audio permission setup above.

Troubleshooting

Start is unavailable or does not begin

Check all of the following:

You are signed in to a workspace.
A microphone is detected.
The microphone is not muted.
An audio source is available.
The desktop application has the required operating-system permissions.

The microphone indicator can show Microphone access blocked, No microphone detected, or Microphone muted. Select the indicator for the relevant guidance, correct the OS setting, and reopen the application if needed.

Your voice is missing

Check the selected microphone in the computer sound settings, disconnect competing microphones, and make sure the microphone is not muted in the recorder. A short test recording will reveal whether the input is reaching the application.

The other person is missing

The remote voice must play through the computer’s selected output. For a phone call, answer the call on the computer through the phone integration and use a headset or computer speakers. If the call is still using the phone handset or phone speaker, the computer may have no system audio to capture.

Mac audio access was denied

Open System Settings → Privacy & Security and allow both microphone access and Screen & System Audio Recording (or Screen Recording on older versions). Quit and reopen the desktop application after changing the permission.

Phone Link cannot place or answer calls

Check that the phone and computer are paired over Bluetooth, are signed in to the expected account, and that Phone Link and the phone companion have the requested permissions. Remove and pair the devices again if the Calls area is unavailable. Confirm the call audio is routed to the computer before starting the recorder.

iPhone calls do not appear on the Mac

Check the same Apple Account, same Wi-Fi network, and Allow Calls on Other Devices setting. Confirm the Mac is enabled in the iPhone’s device list and that FaceTime is signed in.

The transcript is inaccurate

Select the correct spoken languages before starting, use a headset, reduce background noise, and keep the microphone close to the speaker. Edit names, numbers, dates, and commitments against the transcript before attaching the summary.

The summary is missing

A summary requires a saved transcript. Check that the session was ended rather than only paused, wait for the transcript to finish saving, and use Generate Summary from the Summary tab. If there is no transcript, check the microphone and system-audio setup before trying again.

No CRM record is available to attach

Add the record to Context with @ or use People → Add Context before opening Summary. The attachment picker uses the records already present in context; it does not search every CRM record automatically.

The meeting window seems to have disappeared

Closing the main window normally hides the desktop application. Open it again from the Mac menu bar or Windows system tray. Use the application’s quit command only when you want to stop the desktop application.

Privacy and safety

Tell everyone when a conversation is being recorded and follow the consent and privacy laws that apply to the participants’ locations. Use a headset where possible, avoid recording unrelated private conversations, and review generated notes before attaching them to shared CRM records. The recorder is a capture and summarisation tool, not a phone dialer, legal-recording authority, or replacement for checking the original conversation.