Audio Recording for F2F Meetings

1. Feature Overview

Record the audio of face-to-face meetings through the LeadSquared mobile app. These recordings are automatically posted as attachments to activities, against your leads. This will help managers review client meetings, and provide feedback to sales users on the quality of the meetings/interactions.

Audio Recording

This feature is available in 2 modes, Single Activity Mode or Dual Activity Mode.

Under the Dual Activity Mode, two activities are posted to the lead for each audio recording. The first activity (Start Activity) is posted when the audio recording activity is started by the user, and the second activity (End Activity) is posted when the audio recording activity is completed. This option can be used when managers want to informed/notified when the audio recording began, as well as when the audio recording was completed.

Note: This feature can be set-up only for default activity forms. It cannot be set up for dynamic forms used to capture activities.

2. Single Activity Mode JSON Set-Up

Under the Single Activity Mode, after the audio recording is completed, only an end activity is posted against the lead. This option can be used when managers don’t want to be informed/notified about when the meeting/recording has started, and are only interested in reviewing the recordings post-meeting.

2.1 Prerequisites

Within the custom activity type for which you want to capture audio recordings (e.g., F2F meeting), you must create three fields against which the following data will be mapped (to learn more, see How to Add Custom Activities Types) –

  • RecordingStartTimeField – You must create any DateTime field against which the start time of the audio recording can be stored.
  • RecordingEndTimeField – You must create any DateTime field against which the end time of the audio recording can be stored.
  • RecordingDurationField – You must create any text or number field against which the duration of the audio recording can be stored. The duration is always posted in minutes.

 

2.2. Enabling Single Activity Mode

To enable the single activity mode,

  1. Login to the LeadSquared web application.
  2. Navigate to My Profile>Settings>Mobile App>Additional Settings.
  3. Against Activity Audio Recording, copy and paste the following JSON. Once you’ve added it, click Save.

LeadSquared Mobile app

{
"RecordingEnabled":true,
"Message":"This message can be customised!",
"Mode":"SingleActivity",
"Data":[
{
"MeetingStartEventCode":209,
"RecordingStartTimeField":"mx_Custom_1",
"RecordingEndTimeField":"mx_Custom_2",
"RecordingDurationField":"mx_Custom_3"
}
]
}

FieldDescription
RecordingEnabledTo enable the audio recording feature on your account, pass true.
MessageThe message you want to display to your users, before the recording begins. Add the message within quotes.
ModeThe activity mode type. Since this is a Single Activity Mode recording, pass “Single Activity”.
MeetingEndEventCodeThe activity code of the End Meeting activity. The activity form linked to this activity type will open once the meeting has ended. All the recordings and other fields will be posted on this activity.
DisplayName (Optional)The display name for the End Meeting activity. If this field is blank, then the End Meeting activity name will be displayed.
RecordingStartTimeFieldYou must add the schema name of a relevant DateTime field to which the activity start time will be posted. This is posted on the End Meeting activity. This field will be disabled in the Add/Edit mode of the activity default form.
RecordingEndTimeFieldYou must add the schema name of a relevant DateTime field to which the activity end time will be posted. This is posted on the End Meeting activity. This field will be disabled in the Add/Edit mode of the activity default form.
RecordingDurationFieldYou must add the schema name of a relevant number field to which the activity duration time will be posted. This value will always be displayed in minutes. This is posted on the End Meeting activity. This field will be disabled in the Add/Edit mode of the activity default form.

 

3. Dual Activity Mode JSON Set-Up

Under the Dual Activity Mode, when the audio recording is started, a start activity is posted against the lead, and when the audio recording is completed, only an end activity is posted against the lead. This option can be used when managers want to be informed/notified about when the meeting/recording has started, as well as when the meeting/recording has ended.

3.1 Prerequisites

You must create an activity that’ll be posted when the audio recording is started. This activity must not contain any mandatory fields, because it’s posted automatically in the background, from your mobile app. In the JSON, this activity is passed as “MeetingStartEventCode”.

Within the custom activity type for which you want to capture audio recordings (e.g., F2F meeting), you must create three fields against which the following data will be mapped (to learn more, see How to Add Custom Activities Types) –

  • RecordingStartTimeField – You must create any DateTime field against which the start time of the audio recording can be stored.
  • RecordingEndTimeField – You must create any DateTime field against which the end time of the audio recording can be stored.
  • RecordingDurationField – You must create any text or number field against which the duration of the audio recording can be stored. The duration is always posted in minutes.

 

3.2. Enabling Single Activity Mode

To enable the dual activity mode,

  1. Login to the LeadSquared web application.
  2. Navigate to My Profile>Settings>Mobile App>Additional Settings.
  3. Against Activity Audio Recording, copy and paste the following JSON. Once you’ve added it, click Save.

LeadSquared Mobile app

You must pass the following API to enable the Dual Activity Audio Recording feature. To add the API, from your LeadSquared main menu (on the desktop app), navigate to My Profile>Settings>Mobile App>Additional Settings, and add the below API against Activity Audio Recording. Once you’ve added it, click Save.

{
"RecordingEnabled":true,
"Message":"Custom Message can be shown here.",
"Mode":"DualActivity",
"Data":[
{
"MeetingStartEventCode":220,
"MeetingEndEventCode":209,
"DisplayName":"Custom Title",
"MeetingEndFormErrorMessage":"This activity cannot be added. Please add 'Start' activity",
"RecordingStartTimeField":"mx_Custom_1",
"RecordingEndTimeField":"mx_Custom_2",
"RecordingDurationField":"mx_Custom_3"
}
]
}

FieldDescription
RecordingEnabledTo enable the audio recording feature on your account, pass true.
MessageThe message you want to display to your users, before the recording begins. Add the message under quotes.
ModeThe activity mode type. Since this is a Dual Activity Mode recording, pass “Dual Activity”.
MeetingStartEventCodeThe activity code of the Start Meeting activity to be posted before the audio recording begins. This activity must not contain any mandatory fields, because it’s being posted automatically in the background, from the mobile app. This activity cannot be edited.
MeetingEndEventCodeThe activity code of the End Meeting activity. The activity form linked to this activity type will open once the meeting has ended. All the recordings and other fields will be posted on this activity.
DisplayName (we need this in the JSON)The display name for the End Meeting activity. If this field is blank, then the End Meeting activity name will be displayed.
MeetingEndFormErrorMessageThe error message to be displayed if the End Meeting activity is posted without posting the Start Meeting activity. Add the message under quotes.
RecordingStartTimeFieldYou must add the schema name of a relevant DateTime field to which the activity start time will be posted. This is posted on the End Meeting activity. This field will be disabled in the Add/Edit mode of the activity default form.
RecordingEndTimeFieldYou must add the schema name of a relevant DateTime field to which the activity end time will be posted. This is posted on the End Meeting activity. This field will be disabled in the Add/Edit mode of the activity default form.
RecordingDurationFieldYou must add the schema name of a relevant number field to which the activity duration time will be posted. This value will always be displayed in minutes. This is posted on the End Meeting activity. This field will be disabled in the Add/Edit mode of the activity default form.

Notes: The below notes are common for both the activity modes –

  • Multiple recordings, up to 20 recordings, can be added.
  • The maximum file size must not exceed 10MB (approximately: Android ~ 90 mins, and iOS ~ 40 mins). If you require larger recordings, reach out to your account manager or contact us at support@leadsquared.com.

 

4. Process – Dual Activity Mode

4.1 Android

  1. On the mobile app, tap on a lead, open the Activity History tab and tap the Call Recording Add Activity button.
  2. From the list, select the default activity form you want to add. Once selected, the recording confirmation screen with the custom message will show up. This feature is only available for default forms, and not dynamic forms.
  3. When you click Begin Recording, you’ll be redirected to a screen where the recording starts.
    • You can pause, stop, and restart the recording anytime on this screen.
    • You cannot navigate to other screens on the LeadSquared mobile app when the conversation is being recorded.
  4. If the permission popup appears, tap Allow.
  5. When you stop the recording, tap Upload. Once the activity form is filled up and submitted, the recording gets posted to the server.
  6. The Activity audio recording can be applied to Activities that need to be posted on Task completion as well. If the task is marked incomplete and the recording is complete, but the activity has not been posted, then the recording is saved under Pending Recording, and the task will remain open.
  7. Once the Activity is created, you can listen to or download the recording from the app.

LeadSquared's Audio Recording feature

Note: The above GIF is for the Dual Activity Mode. Except for the Begin Meeting activity being posted, the other steps remain the same for the Single Activity Mode as well.

 

Edge Cases

  • You can record the conversation even if your device is offline (not connected to the internet). The conversation is saved under Pending Recording.
  • If you exit this app and leave it running in the background, the recording will continue, and it will show up as a notification on your device.
  • While the recording is in progress, if the app is –
    • in the background, then the recording will continue, and it will be saved in the Pending Recordings section.
    • if the app is killed or the device is switched off, then the recording will be discarded.
  • When recording has stopped, then in all cases the recording is saved in the Pending Recordings section.
  • When a phone call is received and attended to during the recording in progress, then that recording will stop. But the user can continue recording the audio by adding another file.

Audio Recording

 

4.2 iOS

The steps on an iOS device are similar to those on Android.

The only point of difference is if you kill the app, switch off your device or log out of the app while the conversation is being recorded, whatever has been recorded up to then is saved in the Pending Recordings section.

LeadSquared's Audio Recording feature

Note: The above GIF is for the Dual Activity Mode. Except for the Begin Meeting activity being posted, the other steps remain the same for the Single Activity Mode as well.

 

Edge Cases – 

  • You can record the conversation even if your device is offline (not connected to the internet). The conversation is saved under Pending Recording.
  • If you exit this app and leave it running in the background, the recording will continue, and it will show up as a notification on your device.
  • While the recording is in progress, if the app is in the background, then the recording will continue, and it will be saved in the Pending Recordings section.
  • When recording has stopped, then in all cases the recording is saved in the Pending Recordings section.
  • When a phone call is received and attended to during the recording in progress, then that recording will stop. But the user can continue recording the audio by adding another file.

Audio Recording

 

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