Capture every in-person meeting straight into your CRM.
Property tours, sales meetings, walk-ins, intake conversations — open the Frontdesk app, hit record, be present. We transcribe, extract contact details, fill smart variables, and update your CRM before you reach your next meeting.
- Couple: Maya & Jordan Park
- Move-in: April 1
- Budget: up to $3,200/mo
- Pets: 1 dog (golden, 45 lbs)
Your best conversations never make it to your CRM.
Tours, walk-ins, in-person sales meetings, clinical intake — the conversations that actually close deals happen face-to-face. And the data inside them dies on a notepad.
- Run a 45-minute tour or sales meeting in person
- Try to remember the prospect's budget, move-in date, partner's name
- Get back to your desk hours later — try to type it up
- Skip half the details. CRM entry is partial at best
- Lead falls through follow-up cracks because data is thin
- Run a 45-minute tour or sales meeting in person
- Tap record at the start. Put the phone away. Be present.
- Tap stop when you're done. Walk away.
- AI extracts every spoken detail into structured CRM fields
- Lead has full transcript, summary, and follow-up plan before your next meeting
Designed for ops teams that meet people in real life.
Record a conversation on your phone and get a fully-populated CRM record back — contact details, intent, next steps, and a searchable transcript.
One-tap recording
Open the Frontdesk app, hit record, slip your phone in your pocket. Stop when the meeting ends.
Multi-speaker transcription
Automatically labels what each person said — useful when walking a couple through a unit or running a 3-person sales meeting.
Contact + intent extraction
AI pulls names, phone numbers, emails, addresses, dates, dollar amounts, and intent signals out of the conversation automatically.
Smart variables, your fields
Custom intake fields — "budget", "move-in date", "follow-up needed", "policy interest" — fill in based on what was said. No copy-paste from notes.
Push to your CRM
New lead? Frontdesk creates it. Existing contact? Updates the record with a transcript and meeting summary attached to their timeline.
Works offline
Recording happens locally on your phone. When you're back on Wi-Fi the file uploads, transcribes, and processes — no signal in the model home is fine.
Four steps from "nice to meet you" to a populated CRM.
Open the Frontdesk mobile app
iOS and Android. Same login as your dashboard. The "Capture" tab is the only screen you need for meetings.
Disclose + hit record
Let the person know you're recording (we surface state-specific consent language in-app). Tap the big record button. Put your phone away.
AI transcribes + extracts
When you stop, the recording uploads (or queues if offline). Frontdesk transcribes it, identifies each speaker, and pulls out every contact detail and intent signal automatically.
CRM populates, you keep moving
Lead created or updated. Contact info, intent, and your custom fields filled automatically. Full transcript and meeting summary attached to their timeline.
Built for teams whose best work happens face-to-face.
Property tours
Leasing agents and real-estate brokers walk prospects through units. Every conversation auto-logs to your PMS with budget, move-in date, and unit feedback.
In-person retail consults
Boutique apparel, jewelry, furniture, electronics — capture sizing preferences, repeat-purchase intent, and follow-up needs from the floor.
Outside sales meetings
Wholesale buyers, B2B reps, distributor meetings. The CRM is updated before you leave the parking lot — not on the plane home.
Healthcare intake
In-clinic intake conversations capture insurance carrier, referral source, presenting concern. HIPAA-compliant with signed BAA for therapy and behavioral health practices.
In-Person Meeting Capture FAQs
Do I need both parties to consent to recording?
Consent rules vary by state and country. The app surfaces the appropriate disclosure language for your location at the top of every recording session. Two-party consent states (California, Florida, Pennsylvania, etc.) get explicit prompts; one-party states get a lighter reminder. You're ultimately responsible for compliance — we make it as easy as possible to do it right.
What about HIPAA for therapy practices?
Frontdesk signs a Business Associate Agreement (BAA). Audio is encrypted on-device, in transit, and at rest. Transcripts are encrypted in our database. Audit logs track every access. The in-person capture pipeline is the same HIPAA-compliant infrastructure that powers our therapy AI receptionist.
Does it work offline?
Yes. Recording happens locally on your phone with no signal required — useful for basement units, rural property tours, or anywhere coverage is spotty. When you're back on Wi-Fi or cellular, the recording uploads and the AI extraction runs.
How long can a recording be?
Up to 4 hours per session on iOS, 6 hours on Android. The app warns you at 90% of available device storage. For longer meetings, hit stop and start between conversations.
What languages are supported?
English, Spanish, French, German, Portuguese, Italian, Dutch, Japanese, Korean, and Mandarin — with accurate speaker separation in every language.
How is this different from Otter, Fireflies, or Read AI?
Otter and Fireflies are meeting-notes tools — they record and summarize. Frontdesk goes further: every recording automatically populates structured CRM fields — names, numbers, intent, next steps — so your team has clean data without any manual entry. Built for ops teams who need leads in their CRM, not just searchable transcripts in a separate app.
What if I forget to start the recording?
You can manually create a contact in the app after the fact and dictate a quick summary — Frontdesk runs the same extraction on the dictated summary and populates the CRM. Not as rich as a real recording, but better than typed notes.
Stop losing leads in the parking lot.
Get your AI workforce for free today. Install the app, record your next meeting, and watch your CRM populate itself.