Getting Started

Overview

SpotWhisper turns your post-visit voice notes into structured CRM data — automatically. After a site visit, tap Record, speak naturally about the customer, what they said, next steps, and any objections. Our AI pulls out every field your CRM needs and syncs it to HubSpot in one tap.

Record

Tap the mic and speak after your visit.

AI Extracts

Claude AI structures your note automatically.

Sync

Confirm and push to HubSpot in one tap.

Create an Account

1Go to spotwhisper.com and choose a plan — Free Trial, Solo, Team, or Growth. Click Get started to begin.
2Enter your name, work email address, and choose a password.
3Click Create account. You'll be signed in immediately — no email verification step.
4Your 14-day free trial begins automatically with 150 minutes of transcription. No credit card is required.

You're the Admin. The account you create is automatically the Admin of your organization — there's no role to select during signup. To invite team members, go to Team Dashboard → Members (top-right corner), enter their email, choose a role, and click Generate Invite Link. Send the link via email or Slack — no email integration needed.

Trial limits: The free trial includes 150 minutes of transcription over 14 days. Synced up with HubSpot — you can test the full workflow immediately.

Install as a PWA (optional but recommended)

SpotWhisper works as a Progressive Web App — install it to your phone's home screen for a native app experience with faster load times and offline support.

iPhone / Safari

1.Open SpotWhisper in Safari.
2.Tap the Share icon (square with arrow) at the bottom of the screen.
3.Scroll down and tap Add to Home Screen.
4.Tap Add. SpotWhisper now appears on your home screen.

Android / Chrome

1.Open SpotWhisper in Chrome.
2.Tap the three-dot menu (⋮) in the top-right corner.
3.Tap Add to Home screen or Install app.
4.Tap Install.

Connect HubSpot

SpotWhisper uses OAuth to connect to your HubSpot account securely. Your credentials are never stored — only an encrypted access token.

1Open SpotWhisper and tap the Settings icon (⚙️) in the top-right corner of the dashboard.
2Under the CRM section, tap Connect HubSpot.
3You'll be taken to HubSpot's login page. Sign in with your HubSpot credentials.
4If you have multiple HubSpot portals, choose the one you want SpotWhisper to sync to.
5Tap Choose Account. SpotWhisper will confirm the connection with a green Connected badge.

Required HubSpot Permissions

SpotWhisper requests the following permissions to sync your recordings to HubSpot:

crm.objects.companies.read

Read company records

crm.objects.companies.write

Create/update companies

crm.objects.contacts.read

Read contact records

crm.objects.contacts.write

Create/update contacts

crm.objects.deals.read

Read deal records

crm.objects.deals.write

Create/update deals

crm.objects.owners.read

Read user/owner info

oauth

OAuth authentication

These permissions allow SpotWhisper to create contacts, companies, and deals from your voice recordings, and associate them with the correct owner in your HubSpot account.

Tip: If you have multiple HubSpot portals (e.g., a personal sandbox and your company account), make sure you select the correct one. Each recording is permanently linked to the portal it was synced to.

Security: SpotWhisper never stores your HubSpot password. We only store an encrypted OAuth access token that can be revoked anytime by clicking "Disconnect HubSpot" in Settings.

Record Your First Note

1From the dashboard, tap the large blue microphone button.
2Grant microphone permission if prompted — this is required only the first time.
3Speak naturally. Describe the customer visit: customer name, company, what was discussed, any objections, next steps, and follow-up date.
4Tap the stop button (■) when you're done. SpotWhisper begins transcribing immediately.

Example voice note

"Just met with John Smith at Apex Solar. He's interested in a 10kW system, roof is south-facing and in good condition. Main objection was price — they got a quote from SunPower for $28k. Budget range is $22–26k. Follow up Friday with a revised proposal. His email is john@apexsolar.com."

Review & Sync to CRM

After transcription, the AI extraction card appears. Review the structured data before it goes to HubSpot.

1Check the summary, customer name, company, and extracted fields (objections, next steps, follow-up date, budget).
2Tap any field to edit it directly if the AI made a mistake.
3Tap Confirm & Sync to CRM. SpotWhisper creates or updates the contact in HubSpot, adds an activity note, and schedules a follow-up task.
4Tap View in HubSpot to open the contact record in your browser.

Invite Team Members (Team & Growth plans or trials)

Team and Growth plans (including trials) support the Team Dashboard. During a trial, the seat limit matches your chosen tier — Team trials get 5 seats, Growth trials get unlimited — so your whole team can try SpotWhisper together.

Plan	Seats	Managers	Price
Solo	1 seat	1	$79.99/mo
Team	5 seats	1	$349.99/mo
Growth	Unlimited	2	$699.99/mo

To invite a team member:

1From the Team Dashboard, click Members in the top-right corner.
2Enter the new member's email address and select their role (Rep or Manager).
3Click Generate Invite Link. Copy the link and send it to your teammate via email, Slack, or text.
4The teammate clicks the link, signs in or creates a SpotWhisper account, and clicks Accept Invite & Join Team.
5They'll appear in your Members list immediately.

Capability	Rep	Manager
Record & sync own calls	✓	✓
Review own recordings	✓	✓
Team Dashboard (activity, objections, compliance)	—	✓
Invite Reps	—	✓
Invite Managers	—	✓
Remove members	—	✓

Seat limits are enforced at acceptance. If your plan's seat limit is reached, the invite link will show an error when the recipient tries to join. Upgrade your plan from Settings to add more seats. Invite links expire after 7 days.

Usage Guide

Team Dashboard (Team & Growth plans or trials)

Managers on Team and Growth plans (including trials) can access the Team Dashboard from the dashboard home screen (the people icon). During a trial, the seat limit matches your chosen tier so your team can evaluate together. It has five tabs:

Team Activity

A real-time feed of every recording across the org — rep name, customer, deal stage, sentiment, and CRM sync status. Paginated and sorted newest-first.

Top Objections

The most frequently raised objections across all team recordings over the last 7, 30, or 90 days — ranked by frequency with a bar chart. Useful for training and pricing decisions.

Follow-up Compliance

Percentage of follow-ups (recordings with a scheduled follow-up date) that were synced to CRM. Shown as an org-wide score and broken down per rep.

Deal Stages

A breakdown of how your team's recordings distribute across pipeline stages — Discovery, Proposal, Negotiation, Closed, and Unknown. Filterable by 7, 30, or 90 days.

Leaderboard

Rep rankings by recording count and CRM sync rate. See who's most active, who's syncing consistently, and who may need coaching. Filterable by 7, 30, or 90 days.

Managing members from the Team Dashboard:

Click Members (top-right of Team Dashboard) to open the Members page.
The seat usage bar shows how many of your plan's seats are filled.
Managers can remove a member by clicking Remove next to their name — this unlinks them from the org but does not delete their recordings.
Pending invites are listed below the member list. You can copy the link again or revoke an invite.
Once the seat limit is reached, the invite form is replaced with an Upgrade Plan prompt.

Reps do not see the Team Dashboard. Only users with the Manager or Admin role can access it. Role is set when an invite is created and can be changed by an Admin from the Members page.

Recording Tips

SpotWhisper uses Deepgram Nova-3 for transcription, which handles accents, background noise, and industry terminology well. Still, a few habits improve accuracy significantly.

✓Record immediately after the visit — details fade fast.
✓Speak the customer's full name and company name clearly.
✓Include the follow-up date explicitly ("follow up next Tuesday").
✓Mention specific numbers — budget, system size, quote values.
✓State objections word-for-word if you can remember them.

Avoid

✗Recording with the engine running or radio on.
✗Rushing through names — spell them out if unusual.
✗Vague timelines like "sometime next month".
✗Trailing off mid-sentence — the AI needs complete thoughts.

Understanding AI Extraction

After transcription, Claude AI reads your note and fills out a structured summary. Here's what each field means:

Field	What it captures
Summary	A 2–3 sentence narrative of the visit outcome.
Customer Name	The contact's full name as spoken in the note.
Company	The customer's company or property name.
Meeting Type	e.g. Initial Visit, Follow-up, Quote Delivery.
Next Steps	Actionable items you mentioned — revised quote, callback, etc.
Objections	Concerns or blockers the customer raised (price, timing, etc.).
Follow-up Date	A specific date or relative date parsed from your note.
Budget / Specs	Numbers mentioned — budget range, system size, unit counts.
Contact Details	Email or phone number if you said it aloud.

Not all fields will be populated for every recording — if you didn't mention a budget, that field stays empty and is not synced.

Editing Before Sync

SpotWhisper is human-in-the-loop by design. You always review the extraction before anything touches your CRM.

Tap any extracted field on the summary card to edit the text inline.
The Summary, Next Steps, and Objections fields support multi-line editing.
Changes are local only — they won't be saved until you tap Confirm & Sync.
If the extraction looks completely wrong, you can re-listen to the audio and re-transcribe by tapping Re-process.
Tap Discard to delete the recording without syncing to HubSpot.

HubSpot Sync

When you tap Confirm & Sync, SpotWhisper performs three operations in your HubSpot portal:

👤

Contact — created or updated

SpotWhisper searches your HubSpot contacts for the customer name. If found, the existing record is used. If not found, a new contact is created with the name, email (if mentioned), and company.

📝

Activity Note — added

A structured note is added to the contact's timeline. It includes the full summary, objections, next steps, specs/budget, and the meeting type — formatted for easy reading.

✅

Follow-up Task — scheduled (if applicable)

If a follow-up date was detected in your note, a HubSpot Task is created on that date with a subject like "Follow up with John Smith".

Note: Synced recordings show an orange View in HubSpot button. Tapping it opens the contact record directly in the HubSpot portal the recording was synced to.

Offline Mode

SpotWhisper is built for field reps who may not have a signal at every job site.

Recording: You can record a voice note with no internet connection. The audio is saved locally to your device.

Queuing: The transcription and AI extraction are queued and processed automatically when you reconnect.

Indicator: A banner appears at the top of the dashboard when you're offline. Pending recordings show a queued badge.

Auto-process: Once connectivity returns, all queued recordings process automatically — you don't need to do anything.

PWA users: Installing SpotWhisper to your home screen gives you the most reliable offline experience. Browser tabs may be suspended or cleared by the OS during prolonged offline periods.

Settings & Account

Profile

Update your display name and industry type (Solar, HVAC, Roofing, Real Estate, Insurance, and more).
Select your industry to tune AI extraction for your field.
Industry selection helps the AI better interpret terminology, extract relevant specs, and write summaries with industry-appropriate language.

HubSpot Connection

View the currently connected HubSpot portal name and ID.
Tap Disconnect to unlink SpotWhisper from HubSpot.
Tap Connect HubSpot to link a different portal.
Note: disconnecting does not delete synced contacts or notes in HubSpot.

Subscription & Usage

View your current plan (Trial, Solo, Team, or Growth) and monthly transcription minutes used.
Solo: 1 seat, 300 min/mo. Team: 5 seats, 1,500 min/mo. Growth: Unlimited seats, 5,000 min/mo.
Upgrade your plan from Settings to increase seats or transcription limits.
Cancel at any time — your data remains accessible until the billing period ends.

Team Members

Accessible from Team Dashboard → Members (Team and Growth plans and trials).
Invite teammates by generating a shareable link. Links expire after 7 days.
Roles: Rep (personal recordings only), Manager (+ Team Dashboard, invite members, remove members).
Managers can remove members at any time. Removed members keep their recordings but lose org access.
The seat usage bar shows current seats vs. your plan limit.

Sign Out

Tap Sign Out at the bottom of Settings.
You'll be redirected to the login page. Your recordings are saved to your account and will be there when you sign back in.

FAQ

Will Reps see my subscription details?

No. Billing is strictly a manager-level feature. Reps can see their own usage bar and recordings, but they cannot view subscription plans, pricing, payment history, or invoice details. The "Manage Billing" button and plan upgrade cards are completely hidden from anyone with the Rep role. If a rep needs a plan change or has a billing question, they'll see a message directing them to contact their manager.

My recording shows an amber bullet instead of green. How do I sync it to my CRM?

An amber bullet means your recording has been processed but is not yet synced to HubSpot. Go to Settings → CRM Integration and tap Connect HubSpot to authorize access. Once connected, your pending recordings will sync automatically.

What happens when my free trial ends?

Your recordings and data stay safe — nothing gets deleted. You simply won't be able to create new recordings until you pick a paid plan. Upgrading takes 30 seconds from the Settings page and your team is back to recording instantly.

How does the seat limit work on Team and Growth plans?

The Team plan includes 5 total seats (1 manager + 4 reps) and the Growth plan includes unlimited seats (up to 2 managers). During a trial, the seat limit matches your chosen tier — Team trials get 5 seats, Growth trials get unlimited seats — so your whole team can evaluate SpotWhisper together within the 150-minute cap. Pending invites count toward your seat limit, so you always know exactly how many spots are available before sending another invite.

Can I change plans or cancel anytime?

Absolutely. Upgrade, downgrade, or cancel from your Settings page at any time. When you cancel, you keep full access until the end of your current billing period. No lock-in contracts, no cancellation fees.

Does SpotWhisper work without internet?

Yes. You can record voice notes without an internet connection. SpotWhisper saves them locally on your device and automatically processes and syncs everything — transcription, AI extraction, and CRM push — the moment you're back online.

How long does SpotWhisper retain my recordings and data?

Your recordings and extracted data are retained for as long as your account is active. If you cancel your subscription, your data remains accessible until the end of your billing period. Additionally, any data already synced to your CRM (e.g. HubSpot) — contacts, notes, and follow-up tasks — lives in your CRM permanently and is not affected by your SpotWhisper account status.

Which CRMs does SpotWhisper integrate with?

We currently support HubSpot with a one-click OAuth connection. Salesforce and other CRM integrations are on the roadmap. Even without a CRM connected, SpotWhisper still transcribes, extracts, and stores all your visit data.

If I discard a recording, do I get my minutes back?

No. When you tap "Discard & Start Over" on the review screen, the recording is marked as discarded and hidden from your recording list, but the minutes are still counted against your plan. This is because the transcription was already processed by our speech-to-text engine the moment you stopped recording — that cost is incurred regardless of whether you keep the result. To avoid using minutes unintentionally, review your recording before stopping, and remember that the maximum single recording length is 10 minutes.

Need help? Email us at support@spotwhisper.com