Recordings
How calls are recorded, which consent question there is, and how you play back and transcribe recordings.
Calls can be recorded. You listen to recordings on the lead in the History and collectively on the Recordings page (menu Overview → Recordings). This page only describes what Leadmode does. Which consent you need for recordings is for you to decide.
When a call is recorded
Whether a call is recorded depends on the lead.
- Per lead: In the lead, Settings tab, there is the switch Record calls (Yes / No). It applies to all new calls with this lead. New leads have it switched on.
- Outgoing call: If the switch is on, Leadmode asks before the call Do you have consent to record?. Yes, with recording starts the call with recording, No, without recording without. If the switch is off, Leadmode does not ask and does not record. Your answer is saved with the call.
- Power Dialer: The question comes before every call, unless your organisation treats consent as confirmed in advance. The Power Dialer has no separate setting for this (see Power Dialer).
- Incoming call: It is recorded if exactly one contact matches the number and has the switch on, or if the caller is unknown. There is no consent question here (see Incoming calls).
- Free number: Calls via the Dial a number … field are never recorded.
Recording is on two channels: your part and the customer's part, separately. That is why Leadmode can show talk shares and a conversation with speaker changes.
Play back a recording
In the history, recording and transcript belong to the call's card. The row Recording and transcript expands and shows what exists (recording, duration, transcript); the recording is only loaded when you expand it. If there was no recording, the reason is shown instead: Not recorded. (recording was off for the call, so there is no transcript either), No recording received. (the phone provider did not deliver one) or Recording deleted. (retention period expired, the conversation stays documented). For calls without a conversation, nothing is shown.
After you hang up, the provider reports the recording only later. In the meantime the call in the history shows Processing recording, then Recording is being saved. As soon as it is ready, an audio player appears.
The player shows waveforms of both sides (you at the top, the lead at the bottom), play and pause, the playback position and the speed, which you change with a click. Below are the estimated talk shares. If silence was removed when saving, the player states the time removed. The saved recording can therefore be shorter than the conversation. If loading fails, Reload recording helps.
Retention
Each recording shows when it will be deleted, for example Will be deleted in 5 days. The colour changes from green via yellow to red as the deadline approaches. After expiry the player disappears; until deletion from storage it says Expired · deletion pending. The conversation and notes are kept. By default for new recordings the period is 14 days (recordings created earlier keep their shorter period); Leadmode shows the exact remaining time on the recording. On the Recordings page a warning line points to recordings that expire within the next 7 days.
Transcript and audio analysis
Anyone who may write in the project can transcribe. On the player is the button Analyze audio. It starts the audio analysis; both channels are transcribed. The status appears below: Transcription pending …, Both channels are being transcribed … or Transcription failed (then Analyze audio again). The analysis depends on the audio analysis settings (see AI analyses).
When the transcript is finished, the button Successfully transcribed appears. It expands the conversation as a dialogue with speaker changes. The icon next to it copies the transcript (Copy transcript). If no words were recognised, it says No speech detected..
If the analysis detects an appointment, Leadmode shows Detected appointment above the transcript. You can share it via WhatsApp or in the Project chat and, if an external calendar is connected, enter it with Add to calendar. The note there applies: AI can make mistakes.
The Recordings page
Overview → Recordings has a switch at the top, Recordings / Live. The Live view is for admins with the permission Set up telephony (see Listening in); without the permission it is locked.
In the Recordings view you choose the period and filter by Project and Employee. You see the recordings of the projects you have access to. The Overview shows:
| Tile | Content |
|---|---|
| Recordings | Number in the period |
| Talk time | Total of the recording durations |
| Transcribed | Recordings with a transcript out of all |
| Own talk share | Estimated talk share of the employees in the recordings shown. Below it says how many recordings were evaluated. |
Below, Recordings lists each recording with name, employee, project and time, with duration, talk share and an icon if a transcript is available. A click expands the row: player, Show transcript / Hide transcript and Open lead. With More recordings you load more. Test recordings are marked Test.
Recording conversations with the Audio window
You can also record conversations that do not run through Leadmode, such as an on-site meeting, or upload them as a file. Open the Audio window with the Audio button in the bottom bar (Interface). At the top you choose between Dictation and Conversation.
- Dictation: turns speech into text you can copy. A recording lasts up to about 90 seconds. Nothing is stored; the transcript stays only until you close the window.
- Conversation: records for up to two hours, or you drop an audio file (MP3, M4A, WAV, WebM, OGG or AAC, up to 50 MB) into the window. The recording is uploaded, stored encrypted, deleted after 14 days and transcribed like a call. Whoever speaks most counts as you, the other voice as the conversation partner. Assign lead links it to an existing or new lead; the transcript stays with the lead.
My recordings lists the recordings of the last 14 days with their status (Being saved, Waiting for transcription, Being transcribed, Transcript ready) and the buttons Text, To the lead and Discard. Dictation and transcription cost audio credits.
Uploading audio on a lead
If a conversation already exists as a file, for example a recording from an old system, from your phone or from an on-site meeting, you upload it directly on the lead. Open the lead, switch to the History and click Upload audio next to the filters.
Each file may be up to 50 MB and up to 2 hours long. Common audio formats work (MP3, M4A, WAV, OGG, Opus, WebM, AAC, FLAC, AMR and more); Leadmode converts them to the target format itself. If the server is busy, the file shows The server is busy right now with a short wait. Leadmode then sends it again on its own, so leave the dialog open.
Each uploaded file is stored encrypted like a call recording, deleted after 14 days and shown in the lead's history. With transcription the transcript is added and stays with the lead. Afterwards the documentation opens just as after a call (see After the call).
You do not upload many files from an old system by hand; you let an AI take them over through the interface (see MCP).
Limits
There is no downloading of the audio file, only playback in Leadmode and copying of the transcript.