Recorded calls

Signed in? Ask Lovelio this question inside the app - it answers from this same page.

Every recorded call lands in one place in Lovelio: the call. It holds the recording, the people on it, every line that was said with who said it, and the write-up.

Starting or booking a call

New call in the Create menu at the top (or press V with it open).
Cmd+K: type "call Aisha Khan" or "new call".
New call in the "..." menu on a candidate or a client contact, and on any candidate row.
On the calendar, any new event with a candidate or client gets a Google Meet, Teams or Zoom link and a Record switch.

New call picks who is on it, what it is for, the call type, Now or a time, and the platform. Now opens the meeting straight away. A time puts it in your calendar with the link, and the guests get the invite. If the time clashes with something in your calendar, Lovelio says so and offers Book anyway.

The link comes from your own accounts: Google Meet with a Google calendar, Teams with Outlook, and Zoom once you have connected Zoom. A Zoom call gets a meeting on your own Zoom; move the call and the meeting moves, cancel it and the meeting goes. A Zoom link someone pasted in stays as it is. With nothing connected, New call asks you to connect your calendar or Zoom in Settings > Calls.

Zoom

Connect Zoom in Settings > Calls, under Connections, or from the Zoom tile in Settings > Integrations. Each consultant connects their own Zoom. Both doors are the same connection, and either one disconnects it.

Settings > Integrations

Zoom, Google Meet, Microsoft Teams and Aircall each have a tile in Settings > Integrations. Google Meet is your Google connection and Microsoft Teams is your Microsoft 365 connection, so connecting one connects the other, and both show as connected together. Each panel has Call settings, which opens Settings > Calls.

Once connected, Zoom shows up as a platform on New call and on calendar events, and an admin can make it the agency platform.
The notetaker does not need Zoom connected. It joins any Zoom meeting your agency runs, the same way it joins Google Meet and Teams, whether the link came from Lovelio or was pasted in.
Disconnect in Settings > Calls stops Lovelio making Zoom meetings for you. The notetaker still joins your Zoom calls. Removing Lovelio from your Zoom account (Zoom App Marketplace > Manage > Added Apps > Remove) does the same.
Either way Lovelio deletes your Zoom tokens and the Zoom user ID and email it kept. Meetings already made stay on your Zoom, and calls already recorded stay on the candidate.

Aircall

An admin connects Aircall once for the whole agency, in Settings > Calls under Connections or from the Aircall tile in Settings > Integrations. Installing Lovelio from the Aircall Marketplace lands on the same Connect.
From then on every answered, recorded Aircall call by someone who is also a Lovelio user (the same email on both) lands on Lovelio as a call, with the same page, transcript, write-up, Do next, search and Ask as every other call. Calls by Aircall users who are not in Lovelio are left alone.
Lovelio keeps its own copy of the recording, so it stays for the full 24 months whatever Aircall keeps.
The other person is found by their phone number: one candidate or one client contact with that number, and the call links to them. Nobody with the number, or two different people sharing it, and the call links to nobody but you. It shows under Calls to link on your home until you link it.
The transcript has you and the other person as separate speakers. When the Aircall account has Aircall's own transcripts, Lovelio uses those; otherwise Lovelio transcribes the recording.
Recording off in Settings > Calls means Aircall calls are not kept either.
Disconnect (admins) stops new calls coming in and switches Lovelio off in your Aircall dashboard. Calls already kept stay.

What gets recorded

Recording is on by default.

Calls booked in Lovelio with a candidate or a client.
Meetings already in your calendar, by your setting: with a candidate or client (the default), all calls, or off.
Interviews booked in Lovelio, on the Zoom, Google Meet or Teams link they carry.
Aircall calls, once an admin has connected Aircall.
Recordings you upload yourself.

The Record switch on an event, or on New call, overrides the default for that one call. Turning it off means the notetaker does not join. Every recorded call ends up as the same kind of call, with the same page and the same write-up.

Lovelio for desktop

Lovelio for desktop records calls on your own computer: Zoom, Google Meet, Microsoft Teams and Slack huddles, with no notetaker joining. It runs on Apple Silicon Macs and Windows, and lives in the menu bar (the tray on Windows).

Download it from lovelio.ai/desktop, or Download next to Lovelio for desktop in Settings > Calls. Mac: open the dmg and drag Lovelio into Applications. Windows: run the installer.
Updates install themselves: the app checks a few times a day and updates the next time it restarts.
Settings > Calls shows Connected next to Lovelio for desktop once you have signed in to the app on any computer.
Sign in: type your work email, then sign in to Lovelio in the browser and press Allow. The app works as you, and sees only what you can see in Lovelio.
When a meeting starts, the app finds it in your calendar and shows who it is with, the job and the stage. A meeting that is not in your calendar shows who it might be with: names in the meeting title, and people you emailed or called today. Pick one, or Not this one.
Record a call in your calendar automatically, ask first, or never. Same choice, kept apart, for every other meeting. Change them in the app's Settings. Telling people is the same setting as Settings > Calls.
If the notetaker is already joining that meeting, the app says so, so the call is not recorded twice.
Once recording starts, the consent card shows the words to tell them, with their first name in front. Paste in chat copies them; Told them closes the card. Change the words in the app's Settings.
They said no stops the recording and deletes it, in Lovelio and at the recording service. There is no undo. Take notes instead logs the call on their record with your notes.
The live panel ticks off the questions for the call (a candidate call or a client call) as they are answered, shows the points from your last call with them, and the live transcript. Mark this moment keeps what was just said as a clip on the call page. Pause and Resume, then End and write up.
When the write-up is ready the app says Write-up ready with the person's name. Click it to open the call page. The call is the same as any other recorded call: same page, same write-up, same Do next.
The menu bar shows Record now, today's calls and your latest write-ups.
The live checklist reads English calls. The write-up afterwards reads the call in any language.
Recorded hours count against the plan the same as notetaker hours.

Lovelio for desktop: setting up and fixing it

Needs: a Mac with Apple Silicon, or Windows 10 or 11 (64-bit). Intel Macs are not supported.
Signing in: type your work email, press Sign in, and the app says "Carry on in your browser". Sign in to Lovelio there and press Allow. Press Cancel in the app to start again.
On a Mac, the app's Settings screen has a Permissions card with three rows: Microphone, Screen and system audio, and Speaker names. Each shows Allowed, or an Allow button. It counts how many are allowed out of three. If a call is not being captured, check these first.
Open the app's Settings from the gear in the menu bar window. It also holds your account (Signed in, and Sign out), the two Recording choices (Booked calls, Other meetings: Record automatically, Ask me or Never), Telling people ("Remind me to tell them" and "What I say", with Save changes and Use the default), Open at login, and the Version, with Restart to update when an update is waiting.
"Recording is off for your agency." in the app means an admin has switched recording off in Settings > Calls. Ask an admin to switch it on.
"Your notetaker is joining this call." means the notetaker is already on that meeting, so the app does not record it a second time.
A meeting with no one matched shows "Who is this with?". Type a name, or press Not this one.
Lost the live panel mid-call? Open the app from the menu bar (the tray on Windows) and press Back to the call.

Settings > Calls

Yours:

Connections: Zoom, Google Meet and Microsoft Teams, each with Connect or Disconnect. Aircall sits here too; only an admin connects or disconnects it. Lovelio for desktop has Download, and shows Connected once you are signed in to the app.
My platform: the platform your calls go on.
Record calls booked in Lovelio, and Record calls already in my calendar.
Tell people the call is recorded: the invite says so. Turn it off for one call on New call.

The agency's (admins):

Record calls: off stops recording for everyone, and takes the notetaker off meetings already booked.
Agency platform: what calls go on unless a consultant picks their own.
Notetaker name: the name the notetaker joins under.
Hours this month: recorded hours against the plan.

Uploading a recording

Recorded a call somewhere else? Upload it and it becomes a call like any other, with the transcript and the write-up.

On a candidate or a contact, open the ... menu and pick Upload call recording. On the candidate's Calls tab, press Upload recording.
MP4, MOV, WebM, M4A, MP3, WAV, OGG and FLAC files, up to 2 GB.
A card in the corner shows the upload, then "The transcript is on its way."
The call shows on the Calls tab once the transcript and write-up are ready. Its speakers are told apart by voice, not named.
A file that is not really a recording is refused and thrown away.

They said no

If the other person did not agree to the recording, press They said no on the call page, then Delete call.

The recording, the transcript, the write-up, the clips and the call's search entries are deleted. There is no undo.
The call can never come back: not from a late notetaker, an Aircall retry, or the same upload again.
A notetaker still in the meeting leaves first.
A call from Lovelio for desktop is also deleted at the recording service. They said no on the app's consent card does the same thing during the call.
The consultant on the call, a team leader or an admin can do it.
Facts already saved onto the candidate (salary, notice, work rights) stay. Edit them on the candidate if they should go too.

Linked to the right records

A call links itself to the interview it came from, and through that to the candidate, the application, the job, the client and the client contact. A phone call links by the other person's number. Nothing to file by hand.

When a phone call matched nobody, press Link to a person on the call page, or on the call's row under Calls to link on your home, and pick the candidate or client contact. Picking a contact links their client too. When the person has no phone number yet, Save the number on their record is ticked, and the number the call came from is saved onto them; a number they already have is never changed. The call then lands on their timeline, shows up in search, and gets its write-up and Do next. A call already linked to someone cannot be moved this way. Calls to link shows your own calls; an admin sees everyone's, with whose call it was. In Slack, paste the call's link and say who it was with.

Who is who

A recording often hears voices as Speaker 1 and Speaker 2. Click a name under the talk bar, or a speaker's name on any transcript line, and pick who it is: the candidate, the client contact, you, or Someone else with a name typed in. Save changes.

Every line, the talk bar, clips, quotes and search change to the new name straight away. Naming a voice as the candidate is what lets their lines be sent as quotes.
The write-up is written again about a minute after the last name you change, so it knows who said what. A write-up you have edited stays as you left it.
The same person can be given to two voices, when the recording heard one person as two.
Not sure puts back the name the recording gave.
A name you give stays if the call is ever transcribed again.

Where you find a call

The candidate's timeline gets one line per call, such as "Google Meet call with Aisha Khan, 32 min". Open it and press Open call.
The interview panel's Notetaker row says Recorded with an Open call link.
The interview panel also shows the write-up as Interview summary.

The call page

The recording plays at the top: video when there is video, otherwise audio.
A bar shows who talked how much. Consultants are pink, everyone else is blue, each with their share.
The transcript runs line by line, each line with the speaker's name. Every person is transcribed on their own, so two people talking at once never merge into one line.
Click a time on any line to jump the recording there. The line being spoken is marked as it plays.
Do next and the write-up sit on the right. Click the time beside any quote to hear it.

The write-up

When the transcript is in, Lovelio drafts the write-up once. It follows what the call was for.

A call about a candidate (a screen, a reference, an interview debrief) gets Interview summary: Summary, Strengths, Watch-outs, The practical stuff (salary, notice, work rights, availability) and Drafted for the client, with a Copy button. It also gets:

Facts from the call: salary, notice, work rights, availability and the like, only the ones actually said, each with the words that said them.
Notes under headings for the call type. A screen: Where they are, What they want, Money, Timing, Lovelio's view. A reference: How they know them, What stood out, Watch-outs, Would they hire them again. A debrief: How it went, What the client liked, What worries them, Where it stands.

A call with a client (a briefing, business development) gets a summary, notes under headings for the call type, and the role they briefed if there was one.

It is a draft. Nothing is ever sent from it.
Quotes are the transcript's own words, never reworded.
Edit any part of it and Save changes. Your edit stays; the call is never written up again over the top of it.
It feeds the submission draft for the same candidate and job, so what was said on the call is not lost.

Do next

After a call Lovelio suggests what to do next, each with the words on the call that led to it. Each one waits for your click.

Mark Yes: only while the candidate is still in the funnel or a Maybe. Clicking it is your decision; Lovelio never moves a stage itself.
Send email: to the candidate, or to the client contact. Edit the subject and the email first if you like.
Add reminder and Book call: with the date heard on the call. Book call books the same kind of call again.
Save fee: the fee the client agreed on the call becomes their fee. Every other term they are on stays the same. Only an admin can save fees.
Add contact: someone new the client mentioned, added to the client.
Add note: how this client hires, saved to the client's hiring notes.

Edit changes the details before you do it. Dismiss takes a suggestion off the list. The header counts how many are done. Each one runs exactly as it would anywhere else in Lovelio, with the same permissions.

A client briefing becomes a job

When a client briefs a role on the call, the call page shows The job, from the call: the title, the details they gave (salary, location, how they work and the like), each with their words, and what is a must have, a nice to have and not needed.

Create job opens the job wizard with the brief filled in and the client and contact already picked. Check it, change anything, and confirm as with any job. The job belongs to the client.
Once the job is made, the call links to it and the button becomes Open the job.
A call with no role briefed shows no job.

Once the briefing call has its job, the page also lists the people already in Lovelio who fit it, best first, with how many of the job's requirements each one meets. Add puts one on the job, Add all puts them all on. See all opens the job. The list comes from the same search as Find candidates on the job, and people already on the job are left out.

Clips

Keep a stretch of a call as a clip: press Make clip above the transcript, click the first line, click the last line, then Save clip. A clip is at most 40 lines, and holds the words exactly as they were said.

Clips sit on the right of the call page. Click the time on a clip to play just that stretch.
The X removes a clip. The call and the transcript are untouched.

Submitting with a quote

When the call is with a candidate on a job, the call page has Submit to (the client's name). It opens the usual submit screen for that candidate.

Submit with quote on a clip opens the same screen with that clip under the candidate's pitch. Up to three quotes per candidate.
Only a clip where the candidate does all the talking can be a quote. Nothing else can go in a quote: the words come from the transcript, never typed and never reworded.
The client sees the quote under the pitch as "In (first name)'s words", with the date of the call.
With First name only or Anonymous picked, a quote that names them, an employer or a school is left out whole rather than edited. The submit screen shows which ones are left out before you send.
The X beside a quote on the submit screen takes it off this send.

Searching calls

Search reads what was said on recorded calls and their write-ups, as well as notes and client feedback. "Who said on a call they would move to Manchester" finds the people, with the line they said. Click it to open the call at that moment.

You only find calls you can see. A call that is not yours to see never shows up, not even as a count.

Asking about a candidate's calls

The Calls tab on a candidate lists every recorded call with them, newest first, each with its write-up summary. Ask (name)'s calls asks about what was said on them: "what did she say about notice?", "has her salary come up?".

Ask answers from the calls you can see, and from the rest of the candidate record.
Each answer lists the moments it used, such as "6 Oct · 14:32". Click one to open the call there, ready to play.
A moment is listed only when that line is on a call you can see.

Any link to a call moment (a cite, a search hit) opens the call page on that line, marked, with the recording cued there.

Who can see a call

Anyone who can see the call's interview, application, job, client or candidate, or who owns the call. A consultant limited to their own work only sees calls on their own work.

How long recordings are kept

Recordings are kept in Lovelio for 24 months, then deleted. The transcript and the write-up stay. After that the call page says "Recording deleted after 24 months". A legal hold on the agency stops the deletion. Deleting a candidate deletes the recordings of their calls straight away.

Calls over the API and from an agent

POST /api/v1/calls books a call with a candidate or a client contact, now or at a time, and returns the calendar event with its meeting link. It takes record and tell_them to override the defaults, and needs the calls:write scope.
GET /api/v1/calls lists calls (filter by candidate, job, application, interview or client); GET /api/v1/calls/{id} returns one call with its people, every transcript line, the write-up and a one-hour link to the recording. Both need the calls:read scope.
Calendar events over the API carry meeting_url, video_platform and record.
GET /api/v1/calls/{id} also carries call_type, the write-up's notes, facts and job_brief, and actions: what Lovelio suggests doing next, each open, done or dismissed.
POST /api/v1/batch with do_call_action does or dismisses one suggestion (calls:write); draft_job_from_call turns a briefing call into a job draft (jobs:write).
Agents connected over MCP book with book_call, read with list_calls and get_call, and act on a call with do_call_action and draft_job_from_call.
POST /api/v1/calls/{id}/link links an unlinked phone call to a candidate_id or a client_contact_id (calls:write); save_number true also saves the number onto a person with none, and number_saved says if it did. GET /api/v1/calls?unlinked=true lists the phone calls still waiting, and owner_id narrows to one consultant's. Over MCP it is link_call_to_person, and list_calls takes unlinked.
POST /api/v1/calls/{id}/speakers names a voice: participant_id (cpt_, from participants on GET /api/v1/calls/{id}, or participant_id on each transcript line) and one of candidate_id, client_contact_id, user_id, name, or reset true (calls:write). It returns the whole call. In the batch door and over MCP it is name_call_speaker.
make_call_clip and remove_call_clip keep and remove clips, in the batch door (calls:write) and over MCP.
POST /api/v1/calls/uploads starts an upload on a candidate or a client contact and returns the call with a signed URL to PUT the file to (two hours). POST /api/v1/calls/{id}/upload-complete checks the file and sends it to be transcribed (202). Both need calls:write.
DELETE /api/v1/calls/{id} is They said no: the call is deleted with everything on it and can never be built again (calls:write).
The batch door has start_call_upload, finish_call_upload and discard_call (calls:write). Agents over MCP have the same three tools.
POST /api/v1/submissions takes quotes on each candidate: up to three of { call_id, start_seq, end_seq }, each a run of lines the candidate said. The submission's items carry the quotes as sent.

Troubleshooting

"Connect your calendar or Zoom" on New call: connect Google or Outlook, or Zoom, in Settings > Calls.
No Zoom option in the platform list: connect Zoom in Settings > Calls first.
No Aircall in Connections: only admins see it until it is connected.
An Aircall call is missing: it was not answered or not recorded in Aircall, recording is off in Settings > Calls, or the Aircall user's email does not match a Lovelio user.
"Reconnect" on Aircall: Aircall stopped accepting Lovelio's connection. An admin presses Reconnect.
No Record switch on New call: the agency has recording off, or the plan does not include it.
No Open call link on the interview: the notetaker has not finished yet ("Writing up the transcript"), or the meeting was not recorded.
"No transcript" on the call page: nobody spoke while the call was recorded.
No Mark Yes on a call: the candidate has already been moved on from the funnel or Maybe.
"Only an admin can save fees": ask an admin to open the call and click Save fee.
No Link to a person on a call: the call is not a phone call, is already linked, or is still being written up.
No Create job: no role was briefed on the call, or the call is not with a client.
No Submit with quote on a clip: someone other than the candidate talks in it, or the call is not linked to the candidate's application on a job.
"A quote must be the candidate speaking, as it is on the transcript": part of the clip is someone else, or the transcript changed. Make the clip again.
A quote shows "Left out at this level": it names the candidate, an employer or a school. Send with Full name, or leave it out.
No Make clip: the call has no transcript yet, or your role cannot keep clips.
Speaker names cannot be clicked: the call has no transcript yet.
"Only the candidate this call is with can be named": the call is linked to someone else. Link it to the right candidate, or type the name under Someone else.
The write-up did not change after naming a speaker: it was edited by hand, so Lovelio leaves it alone.
Lovelio for desktop says "This endpoint is for Lovelio for desktop": something other than the app used its address. Sign in from the app.
Lovelio for desktop does not record a meeting: check the meeting app is ticked in the app's Settings, that recording is on for the agency, and that Screen Recording and Microphone are allowed for Lovelio in the computer's settings.
"Call recording is switched off for your agency" on an upload: an admin turns Record calls on in Settings > Calls.
"That call was deleted because the other person said no": someone pressed They said no on that call. It cannot be uploaded again.
An uploaded call is not on the Calls tab yet: the transcript and write-up are still being written. It shows once they are ready.
No They said no on the call page: only the consultant on the call, a team leader or an admin sees it.
An older interview shows Show transcript instead of Open call: it was recorded before calls had their own page, and the transcript is shown on the panel as before.