Recording Voice Notes

This page covers everything about the recording experience — from hitting record to seeing the result.

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The recording flow

1. Select a workflow

Before you can record, you need to select a workflow from the dropdown. The dropdown shows all your active workflows with their action type (database row, page, email summary, etc.) and integration icon.

Your last used workflow is remembered. When you come back to the record page, it's already selected. You can also pre-select a workflow by clicking the Record button on a specific workflow card from the dashboard.

2. Record

Tap the record button to start. While recording, you'll see:

• A live timer counting up (max 5 minutes)
• A waveform visualization showing your audio levels in real time
• "Tap to stop recording" prompt

The record button pulses while active. Tap it again to stop.

3. Review

After stopping, you enter the review screen where you can:

• Play back your recording using the audio player
• Change the workflow if you want to send it somewhere else
• Re-record to start over
• Send to begin processing

4. Processing

After hitting Send, you'll see a three-step progress screen:

Each step shows a real-time status: pending (gray), in progress (spinning), or complete (green checkmark).

5. Success

When processing completes, you'll see:

• A confirmation message
• A summary of what was created (e.g. "Team Update sent to Daily Standups")
• A View result link (opens the Notion page or database in a new tab)
• A Record another button

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Recording limits

Approaching the limit

When you've used 80% of your monthly recordings (24 out of 30 on the Free plan), a banner appears at the top of the dashboard letting you know.

At the limit

When you've used all 30 recordings, the record page shows an "Recording limit reached" screen with your usage count and an upgrade button. You can't record until the next month or until you upgrade.

The usage counter is visible below the record button on the Free plan: "15 / 30 recordings this month".

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When things go wrong

Error screen

If processing fails, you'll see an error screen with the specific error message and two options:

• Try again — retries processing the same recording without re-uploading. This reuses your existing audio file and runs the full pipeline again (transcribe → structure → deliver). Use this for transient errors like network issues or temporary API failures.
• Re-record — starts completely fresh. Use this if you think the issue is with the recording itself.

Common errors

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Recording tips

For best transcription

• Use a quiet environment — background noise reduces accuracy
• Speak at a normal pace — no need to slow down, but don't rush
• Hold your device close — 6-12 inches from your mouth is ideal
• Use a headset for noisy spaces — a microphone closer to your mouth helps

For best AI structuring

• Mention specifics — names, dates, numbers, categories
• Use your column names — if your database has a "Priority" column, say "priority is high"
• Be explicit about dates — "due March 15th" works better than "due soon"
• Front-load important info — lead with the key details

Duration guidelines

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Viewing past recordings

From the dashboard

The History section shows your most recent recordings with:

• Status icon (green = completed, amber = processing, red = failed)
• Summary of what was sent
• Workflow name
• When it was recorded
• Delete button

Click any row to see the full detail.

Recording detail page

The detail page for any recording shows:

• Audio player — listen to the original recording
• Transcript — the full text, cleaned up
• Summary — the AI-generated overview
• Details — workflow name, action type, target, and timestamp
• View result link (for completed recordings)

Deleting recordings

Click the trash icon on any recording in the history table. You'll be asked to confirm. Deleting a recording removes it from SendMyVoice but does not delete the data already sent to Notion or email.

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Browser compatibility

Recording works in all modern browsers that support the MediaRecorder API:

You'll need to grant microphone permission when prompted. If you accidentally denied it, you can re-enable it in your browser's site settings.