Overview

Required Subscription: Event Lead Capture Plan

AI Recorder is currently in beta and free for Event Lead Capture teams during the beta period.

AI Recorder lets your team record a conversation with a lead directly in the Popl mobile app and get back a written summary, full transcript, key insights, next steps, and feedback on how the conversation went. Everything attaches to that lead automatically.

Reps can also use it after a conversation ends. Recap Notes lets them talk through what they remember and get the same structured output, without recording the lead at all.

Before you start

Become familiar with the items and their details below.

Item	Details
Permissions	There is no per-user permission. Access is controlled by a single AI Recorder toggle in the web dashboard, and only a full team admin can change it. When it is on, every team member sees the tab.
Microphone access	The first time a rep taps to record, their phone asks for microphone permission. If they decline, recording will not work until they re-enable it in phone settings.
Android notifications	Popl uses a notification to keep recording active while a rep is in another app. If notifications are declined, recording only runs while Popl is open on screen.
Lead consent	Every recording requires the lead's consent, given in the moment. Consent cannot be granted in advance or on behalf of the team.
Default status	AI Recorder is on by default. Teams with GDPR mode enabled, or with contractual AI restrictions, start with it off during the beta.
Plan availability	AI Recorder is not available on Digital Business Card plans.

How It Works

Behavior	What It Means
Consent is required per lead	Every lead conversation recording requires that lead's consent. It cannot be granted at the team level, by an admin, or in advance.
Recap Notes does not require consent	Recap Notes records the rep talking after the fact, not the lead, so it is never gated by consent.
Recording never starts on its own	A rep has to tap to start. Nothing records automatically when a lead is created or a badge is scanned.
30-minute maximum per recording	At 29 minutes, the app shows a "recording ending soon" state. Use Record More to continue after the first recording finishes.
Processing time	Takes up to a couple of minutes. Longer recordings take longer.
Pausing	Pause holds the recording and changes to Resume, which continues the same recording rather than starting a new one.
Backgrounding the app	Recording continues if the rep leaves the app or switches to another. The screen also stays awake for the length of the recording.
Locking the phone	Deliberately locking the phone or putting it to sleep stops the recording. Everything captured up to that point is kept.
Android background recording	Android uses a notification to keep recording active in the background. Declining notifications limits recording to while Popl is open on screen.
Attaching to a lead	The recording binds to the lead when the lead is saved. If the rep leaves without saving, the recording is discarded.
Speaker naming	Transcripts start as Person 1 and Person 2, then resolve to names. The rep is named from their Popl account. The lead is named if there is badge scan data or they state their name during the conversation.
Speaker naming scope	Naming stays inside a single recording session. No voice is matched across recordings, and no voiceprint is created or stored.
Offline recording	Audio is captured offline and processed once the device reconnects. Multiple offline recordings combine and are processed together.

Recording a Meeting with a Lead

Open the lead in the Popl mobile app and go to the AI Recorder tab.
Tap Record meeting with lead.
The Recording Consent Required prompt appears. Ask the lead out loud whether they consent.
- Tap Yes to start recording immediately.
- Tap No and nothing is recorded.
Recording runs until the rep stops it. A red dot pulses next to the AI Recorder tab label for the whole recording.
- Pause holds the recording and changes to Resume.
- The rep can leave the app, and recording keeps running. Locking or sleeping the phone stops it.
Tap Stop when the meeting ends.
Popl processes the recording and shows the output on the same tab.

If a rep declines microphone permission, the AI Recorder tab shows an empty state with a button that opens the correct phone settings.

Using Recap Notes Instead

Recap Notes is for conversations that were not recorded. The rep talks through what they remember, and Popl organizes it into the same structured output.

On the AI Recorder tab, tap Recap Notes.
Talk through the conversation. Order does not matter, and there is no script.
Tap Stop when finished.

Recap Notes has no consent prompt, since the lead is not being recorded.

Working with the Output

Section	What It Contains
AI Summary	A short written summary of the conversation.
View Transcript	The full transcript, with speakers resolved to names where possible.
Key Insights	Budget, decision makers, competitive context, and other qualifying details.
Next Steps	Commitments and follow-up actions from the conversation.
Seller Feedback	Observations on how the conversation went and how the rep handled it.

Save to Notes copies the AI Summary to the top of the lead's notes under an "AI Recorder Summary" header. This action applies only to the AI Summary.

Filling Qualifiers from a Recording

Autofill Qualifiers populates the lead's qualifier fields from what was said in the recording.

From the output screen, tap Autofill Qualifiers.
Popl takes the rep to the qualifiers on the Lead Info tab and fills them in.
Fields filled by AI Recorder are labeled underneath so it is clear which answers came from the recording.

Autofill never overwrites a qualifier that already has a value. It is unavailable when a recording captured no speech, or while an offline recording is still processing.

Recording More on the Same Lead

Record More adds another recording to a lead that already has one. Choosing to record again brings back the consent prompt.

When the new recording finishes, the analysis reruns across everything captured on that lead and replaces the earlier output.

Sending AI Recorder Output to Your CRM

Six new fields are available in Field Manager, grouped under an AI Recorder section:

AI Recorder - Full Output
AI Recorder - Summary
AI Recorder - Transcript
AI Recorder - Key Insights
AI Recorder - Next Steps
AI Recorder - Seller Feedback

The same six fields appear in Field Mappings under their own AI Recorder section, so you can map any of them to a Salesforce or HubSpot field the same way you map other Popl fields.

Summary and Next Steps are worth mapping first, since those are what a seller reads before a follow-up call.

Transcript and Full Output are long fields, so check the character limit on the destination field before mapping them.

Controlling Recording and Data for Your Team

Turning AI Recorder On or Off

AI Recorder is controlled by one team-level toggle in the web dashboard, available to full team admins only, and on by default.

To turn it off:

Go to Team settings in the web dashboard.
Find the AI Recorder section, marked with a Beta tag.
Switch the AI Recorder toggle off.

The change saves immediately. The AI Recorder tab disappears for every team member, with no individual override.

To turn it back on:

Switch the AI Recorder toggle on.
An acknowledgment modal opens. Read it, tick the confirmation checkbox, and choose Turn on AI Recorder.

The modal confirms that your team will get consent from everyone before recording, and that your team is responsible for following local recording laws, which vary and in some places require every participant's agreement.

The toggle does not save until this modal is confirmed. Closing the modal any other way leaves the setting off.

Deleting a Recording

Delete Recording & AI Data sits at the bottom of the output screen on the lead. Confirming deletes the audio file and all AI-generated output for that lead.

This action cannot be undone.

How Long Data Is Kept

Behavior	What It Means
Retained for the life of the account	Audio, transcripts, and AI output have no automatic expiry.
Encrypted in transit and at rest	Applies to both audio files and transcripts.
Audio is not kept on the rep's phone	Deleted from the device once the upload is confirmed.
Offline recordings stay on the phone until upload	Encrypted on the device for as long as it is held there.
Closing your account does not delete data automatically	Data is removed only when you explicitly request deletion.
Exportable before closure	You can request an export of your AI Recorder data, including audio files, before closing your account.

What to Expect

A red dot next to the AI Recorder tab means a recording is running.
A BETA tag appears on the AI Recorder tab and in the dashboard settings section during the beta.
The first output typically appears one to two minutes after stopping. Longer recordings take longer.
Every eligible rep sees a one-time full-screen announcement the first time they open the app after this release. Teams where AI Recorder is off do not see it until it is turned on.
A recording with no speech will say so, and Autofill Qualifiers will be unavailable for it.
Add Notes Manually appears only when the rep is offline.

Troubleshooting

Issue	What to Do
The AI Recorder tab is missing	Check whether the AI Recorder toggle is off in team settings, confirm the team is on an Event Lead Capture plan, and confirm the team is not excluded during the beta (GDPR mode or AI usage restrictions).
A rep cannot start a recording	Their phone is blocking microphone access. The AI Recorder tab has a button that opens the correct settings screen.
The lead cannot be saved	A recording is still running. Stop it to re-enable Save.
Recording stopped at 30 minutes	This is the maximum length for a single recording.
Recording stopped partway through	Either the phone was locked or put to sleep, or, on Android, notifications are disabled for Popl. Everything captured before that point is kept, and Record More continues from there.
Output stuck on processing	Check the device's connection. Processing waits until an offline device reconnects.
Qualifiers did not get filled	Autofill does not overwrite existing values and cannot fill a qualifier that was never discussed.
Speakers show as Person 1 or Person N	Expected when a speaker cannot be identified with confidence.
The AI Recorder toggle went back to off	The acknowledgment modal was closed without confirming. Switch the toggle on again and complete the confirmation.

FAQ

Question	Answer
Can I give consent on behalf of my whole team?	No. Consent is per lead, in the moment, every time.
Does the lead need the Popl app?	No. Recording happens on the rep's phone.
Can I set this per event?	Not in this release. The only control is the team-level toggle.
Who can turn AI Recorder on or off?	Full team admins only.
What happens if a lead says no?	Nothing is recorded. Reps can still use Recap Notes afterward.
Can reps record without a lead?	No. Recording and Recap Notes both start from a lead's AI Recorder tab.
Who can see the recording and output?	Anyone with access to the lead.
Does this work on iPhone and Android?	Yes, with microphone permission requested through each phone's own settings.
Can a rep use their phone for something else during a recording?	Yes. Locking the phone is the one thing that ends a recording.
What was the full-screen message my reps saw?	A one-time, informational announcement shown after this release. Dismissing it does not grant recording consent.
Is my audio used to train AI models?	No. Popl does not use your content to train AI models without written consent, and third-party AI providers involved in delivering the service are contractually prohibited from doing so.
Can you play back the audio?	Not during the beta, but planned for a future update.

💡 Tip

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Using AI Recorder to Capture Event Conversations