Voice notes AIAI feature

On a roof in the rain, typing a note is the last thing anyone wants to do. Record it instead: tap the microphone in the Notes panel, say what happened, and the note is written up for you. The office sees readable text on the project a minute later, and the original recording stays attached in case anyone needs to hear it.

It works with no signal. Record on site, and the note uploads itself when your phone finds a connection.

Before you start

• Voice notes are recorded in the mobile app. You can read and correct them in the Portal, but not record there.
• Voice notes are switched on per workspace. An admin can turn them on under Settings > Company settings > Features. If the microphone icon isn't in the Notes panel, that's why.
• Notes are always written up automatically. There's no per-note choice, so anything you record is transcribed.

Record a note

1. Open the project, installation, request, task or contact you want the note on.
2. In the Notes panel, tap the microphone icon.
3. Speak. You'll see a timer and a live waveform.
4. Tap Stop, then listen back if you want.
5. Tap Send, or discard and try again.

The write-up starts once the note reaches Reonic. A short note is usually ready in seconds.

Record without a signal

The recorder works completely offline — the microphone, the timer and the playback are all on your phone.

1. Record and tap Send exactly as normal.
2. The note is held on your phone. You can navigate away, close the app, even restart the phone.
3. When your phone next has a connection, it uploads on its own.

Two things worth knowing while a note is waiting:

• Nobody can see it yet. It won't appear on the project for you, the office, or anyone else until your phone reconnects, and there's no queue indicator, so a note recorded in a basement is genuinely invisible until you're back in range.
• Don't clear the app's data or uninstall while a note is waiting. The recording lives on the phone until it uploads, and wiping the app loses it.

Notes upload in the order you recorded them, so a long note sent first will hold up a short one behind it.

Read and correct a note

Open the parent record in the Portal or the app. The note shows as a comment with an audio player, and the written-up text below it.

You'll see one of four things:

• A spinner — still being written up. The page doesn't update itself, so refresh to see the finished text.
• The text, in italics, with an icon noting it was transcribed automatically.
• No speech detected — the recording had no audible speech. Usually a muted microphone, a pocket tap, or wind.
• Transcription failed — it couldn't be processed. The recording is still there.

The audio survives all four, so nothing is ever lost.

To fix a transcript, edit the comment the way you'd edit any typed one. The text is yours to change; the recording stays attached and unchanged.

Things to know

• Check names, numbers and model codes. The transcript is a draft. Everything else in a note is usually right; the specifics are what to verify.
• Notes stay internal. Voice notes and their transcripts never appear in the customer portal or reach the homeowner.
• The transcript follows the language you spoke. Record in German and you get German text, whatever your app is set to.
• Filler words are cleaned up. The write-up drops the ums and false starts but keeps what you actually said.
• No speaker labels. Voice notes are meant for one person talking. A recorded conversation between several people comes back as one block of text.
• @mentions don't notify from a voice note, including after you've edited the text. To tag a colleague, add a normal typed comment.
• Corrections replace the original text. There's no version history, so copy the original first if you need to compare.
• Notes recorded before the feature was switched on aren't written up retrospectively.
• Keep notes reasonably short. Long recordings take longer to process and are harder for the office to skim than two focused notes.

Last updated on September 9, 2026