Notes, Quick Notes and Audio Notes — which is which
Three different things share the word "note". This is what each one is for and where it lives.
Steps
- Contact notes — typed on a contact record and kept as a thread on that contact. Use for "what we discussed". Contacts → open a contact → Notes.
- Quick Notes (the floating note widget, listed at Tools → Notes) — jot something anywhere in the app. CRMown AI reads it, writes a summary, proposes tasks and tries to match it to a contact; you review and Apply or delete. Use for a thought you do not want to lose.
- Audio Notes (Tools → AI Intelligence → Audio Notes) — click "New audio note" to record in the browser, or "Upload audio" to add an existing recording (m4a, mp3, wav, webm or ogg; up to 4 hours / 500 MB). Recordings made in the CRMown mobile app (Audio Notes and Meet Mode voice notes) land here automatically. Each one is transcribed, then summarised into key points, action items and template-specific insights (generic, discovery, demo, renewal…), with a click-to-seek transcript. Use for a call, a meeting or a voice memo.
Good to know
- A contact note is just text. Quick Notes propose tasks for you to apply. An audio note gives you a transcript, a summary, key points and action items — each action item shows who it is for and when it is due, and "Convert" turns it into a real task.
- Long uploads are handled automatically: big files are compressed for speech, and recordings over about an hour and a half are transcribed in 20-minute pieces and stitched back together, so the transcript timestamps still line up with the audio.
- Audio notes show a status while they work (Uploading → CRMown AI analyzing → Ready) and count against your monthly quota, shown on the page.
- The AI Notetaker is a fourth thing again: it joins a Zoom/Meet/Teams call and records it for you, rather than you recording a file yourself.
Example: After a client call a rep uploads the recording as an Audio Note and gets a summary plus key points. Walking to the next meeting she fires a Quick Note — "Acme wants pricing by Friday" — and CRMown proposes a task with that due date, which she applies with one click.
Troubleshooting
I recorded an audio note and it still says "analyzing"
Transcription and summarising run in the background; a long recording takes longer.
Fix: The card flips to Ready on its own — no refresh needed. If it says Failed, the error is on the card; re-upload usually clears a transient failure.
My quick note did not become a task
Proposals are suggestions — nothing is created until you click Apply.
Fix: Open Tools → Notes, find the note, review the proposed tasks and Apply.
Upload audio says the file is too large or too long
Uploads are limited to 500 MB and 4 hours.
Fix: Trim the recording, or export it as m4a/mp3 (much smaller than wav) and upload again.
A recording from my phone is not in Audio Notes
The app saves it when you stop recording; if the phone was offline, the upload could not finish.
Fix: Open the app again with a connection — it warns you on that screen when audio was not uploaded. Recordings in your phone's own Voice Memos app are not synced automatically; share or download them and use "Upload audio" on the web.