When a conversation happens outside the connected platforms (an in-person meeting, or a call from your phone), you can record it on your phone and send it to the diio chat on WhatsApp. diio will ask you for a few details to identify it and then analyze it just like any other conversation.
Before you start
Your phone linked to diio. Go to My preferences → Profile → Contact Information, select the country, and enter your number without spaces or dashes. That number is what enables the diio chat on WhatsApp.
Audio in a supported format: MP3, M4A, AAC, or OGG.
The participants' names and emails. diio uses them to attribute each voice and to associate the conversation with the right contact in the CRM.
How to record
Any recording app works: Voice Memos on iOS, Voice Recorder on Android, or any third-party app you prefer. In-person meetings can also be sent to diio from the mobile app or Slack; here we explain the WhatsApp route.
In an in-person meeting, place the phone in the center of the table to capture every voice.
Turn on Do Not Disturb mode so the recording doesn't get interrupted.
Record somewhere without background noise: ambient noise significantly reduces transcript accuracy.
Try to make sure all voices are heard at a similar volume. A very quiet voice can get lost.
Don't cut or split the audio unless necessary: diio processes it as a single continuous block.
Send the audio
Open the diio chat on WhatsApp.
Tap the button to attach files and select the audio from your phone.
When diio asks what it is, choose Call or In-person meeting.
From there, the flow changes depending on what you choose.
If it's a call
Listen to the clips diio shows you.
Indicate which participant each voice belongs to.
Confirm the assignment.
diio processes the audio and you'll find it as a Call in "All conversations". Calls are not linked to a calendar event.
This is the route for calls made outside HubSpot Call, Aircall, or CloudTalk. If you use any of those platforms, calls come in on their own and you don't need to upload anything.
If it's an in-person meeting
Enter the participants' names and emails.
Select the corresponding calendar event.
Confirm the information.
The selected event must correspond to an in-person meeting and cannot include a video call link: if it does, diio may interpret it as a remote meeting. It's best to create the event in your calendar before the meeting, with the participants and no link.
diio processes the audio and you'll find it as a Meeting in "All conversations".
Why it's worth linking it to an event
By selecting the corresponding event, diio can associate the meeting with the right contacts and deals in the CRM, and apply the playbook you had assigned to that event. You can continue without selecting an event, but the conversation may not be correctly associated in your pipeline.
Audio requirements
For diio to process it, the audio must:
Be in MP3, M4A, AAC, or OGG format.
Include at least two voices.
Exceed the minimum configured in Validations. By default, the minimum is measured in characters (1,500 for meetings and 250 for calls); the minimum speaking time is turned off.
WhatsApp file size: WhatsApp allows audio files of up to 16 MB. If your file exceeds this limit, you can send it as a document, which allows files of up to 100 MB, or try compressing the audio to reduce its size before uploading it.