# Capture a lead by voice note

Record a voice note in WhatsApp and RareMachine handles it the same way as a typed message.

Updated 27 Oct 2026 · Admin and member

## What you'll need

- A WhatsApp number linked to your RareMachine account ([how to link it](/help/getting-started/link-your-whatsapp-number)).

## Send a voice note

  1. **Open your RareMachine chat in WhatsApp**
   Open the conversation with your workspace's RareMachine number.

  2. **Record the note**
   Hold the microphone button and say who you met, where they work and what to remember. You can also say what to do with it, for example to add a note or a tag.

  3. **Send it and wait for the reply**
   RareMachine transcribes the note and handles the text as if you had typed it. It replies in the chat with what it did.

       [Conversation: A sample WhatsApp conversation in which a rep sends a voice note and RareMachine replies]

  4. **Find the lead in Captures**
   On the dashboard, open **Captures** and search for the name. Select the person to see the details RareMachine took from your note.

Result: the lead is in **Captures**. Whether it reaches your CRM straight away depends on auto-sync, which [Review and approve before it syncs](/help/capture-and-events/review-and-approve-before-it-syncs) explains.

If RareMachine cannot use the note, it says so in the chat. For example:

`I couldn't quite catch that voice note — try sending it again a little louder, or just type it here.`

Send the note again, or type the details instead.

## Dictate in Chat on the dashboard

In **Chat**, choose the microphone button (**Dictate your message**), speak, then choose it again (**Stop dictating**) and send the text. Your browser does the dictation, so RareMachine only receives the text.

[Image: The Chat message box with the microphone button highlighted next to the camera button]

## Frequently asked questions

### Is my recording kept?

RareMachine transcribes the note and keeps the text as part of your conversation. The audio file itself is not stored.

### Can I mix languages in one note?

Yes. Transcription follows you if you switch language mid-sentence.

### Why does the dashboard mic button not appear?

The mic button uses your browser's own dictation. It is hidden in browsers that do not offer it, such as Firefox.