Taking Notes by Voice Dictation

Voice dictation on an iPhone lets you speak your notes out loud and have Rithm turn your words into text automatically. Instead of typing every detail after a call or visit, you can talk through what happened while it is still fresh—and Rithm writes it down for you in the notes field.

This is speech-to-text, not a voice memo. Rithm does not save an audio recording you can play back later. Your spoken words become editable text in the same notes fields you already use for meetings, check-ins, sticky notes, and client records.

Why it’s great for salespeople

• Capture visit takeaways quickly between appointments
• Keep your hands free when you are walking out of a clinic or office
• Add detail you might otherwise skip if you had to type everything
• Build on notes you already typed—dictation adds to existing text rather than replacing it

Voice dictation is available in the Rithm for Sales iPhone app. On the web, you enter notes by typing. The sections below explain the feature in full, then call out where the web and mobile experiences differ.

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Where to find it

There is no separate “Dictation” menu. Look for a microphone button next to a notes field. When dictation is off, the microphone appears as a gray outline. When it is listening, the icon fills in and turns red.

On the iPhone app, you can use voice dictation in these places:

1. Add Meeting (Schedule)

1. Open the Schedule tab.
2. Tap the + button to add a new meeting.
3. In the Meeting Info section, find Meeting notes (or Client Visit notes if the meeting type is Client Visited).
4. The microphone button appears next to that notes label.

2. Edit or reschedule a meeting

From a stop on your Schedule:

• Tap the time range on a meeting to open Reschedule Meeting (you can change the schedule and the notes), or
• Tap the notes text on a meeting to open Edit Meeting Notes (notes only).

On either screen, look for Meeting notes and the microphone button beside it.

3. Check In — Quick Notes

When you check in for a visit, open the Check In screen. In the Quick Notes section (marked optional), the microphone button sits next to the Quick Notes label.

Use this for short visit takeaways—for example, samples dropped, who you saw, or follow-ups. Quick Notes are for this visit. They are separate from the client’s longer-term notes on the client record.

4. Sticky Note

Open a Sticky Note from the yellow sticky-note button on Schedule, Clients, Client Detail, or Targets. On the Sticky Note screen, the microphone button is on the note itself (typically near the bottom-left of the yellow note area).

Sticky notes are handy for personal reminders and quick thoughts that are not tied to a single scheduled meeting the same way meeting notes are.

5. Add or Edit Client — Notes

When you Add Client or Edit Client, find the Notes field. The microphone button appears next to it.

These notes belong to the client’s permanent record—useful for lasting details you want to keep across visits.

6. Clients map

1. Open Clients.
2. Open the Clients map.
3. Tap a client pin.
4. In the sheet that opens, find Notes and the microphone button next to it.

Saving here updates the client’s notes, similar to editing notes on the client record.

Note: On a client’s detail screen, client notes may appear for reading. To dictate into client notes, use Edit Client, the map Notes field, or another screen that shows the microphone button next to an editable Notes field.

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How to use it

Before you start (first time)

The first time you tap the microphone button, your iPhone may ask for two permissions:

1. Speech Recognition — so Rithm can turn your speech into text
2. Microphone — so Rithm can hear you

Apple may show messages such as:

• “Rithm uses dictation to let you quickly take meeting notes”
• “Rithm uses the microphone to let you quickly take meeting notes”

Choose Allow for both. Without them, tapping the microphone will not start dictation.

If you previously chose Don’t Allow, open:

Settings → Rithm → Microphone and Speech Recognition

and turn both on, then try again in the app.

Step-by-step

1. Open any screen that has a notes field with a microphone button (see the list above).
2. Optional: type a few words first. Dictation will continue after whatever is already there.
3. Tap the microphone button.
4. When it is listening, the microphone fills in and turns red.
5. Speak clearly at a natural pace. Your words appear in the notes field as you talk.
6. When you are finished, tap the microphone button again to stop. The icon returns to the gray outline.
7. Review the text, fix any wording if needed, then save the screen as you normally would (for example, Save or the checkmark on that form).

Leaving or dismissing the screen also stops dictation.

Helpful tips

• Speak as you would write. Short sentences work well: who you saw, what was discussed, samples left, next steps.
• Pause briefly between thoughts if the text looks jumbled; recognition improves with clear breaks.
• Edit afterward. Dictation is fast, not perfect—glance over names, product names, and numbers before you save.
• Language follows your iPhone. Recognition uses your device’s current language and region settings.
• This is Rithm’s microphone button, not the keyboard’s system dictation key. Either can produce text, but Rithm’s button is built into the notes fields listed above.
• Sticky Note tip: Starting dictation may dismiss the keyboard so your spoken words can appear cleanly in the note.

What dictation does not do

• It does not save an audio file.
• It does not erase notes that were already in the field when you started; new speech is appended.
• It does not replace your normal Save step—always save the form when you are done.

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Web UI and Mobile UI differences

Most of the guidance above describes the full voice dictation experience on the iPhone app. Use the tabs below for a quick comparison of how note-taking works on each platform.

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Troubleshooting

Nothing happens when I tap the microphone

• Confirm you are in the iPhone app, not the web browser.
• Check Settings → Rithm and turn on Microphone and Speech Recognition.
• Make sure you are on a screen that actually shows the microphone button next to an editable notes field.
• Try closing the screen and opening it again, then tap the microphone once more.

The text looks wrong

• Speak a little more slowly and pause between ideas.
• Edit the text by hand after you stop dictation—names and specialty terms often need a quick fix.
• Confirm your iPhone language matches the language you are speaking.

I only wanted notes for this visit, not the client forever

• Use Check In → Quick Notes or Meeting notes for visit-specific content.
• Use Add/Edit Client → Notes (or the map Notes field) for lasting client information.

I am on a computer

• Type your notes in the web app as usual, or open the iPhone app when you want to dictate by voice.

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Voice dictation is there to make field notes faster—not to change how you already work. Tap the microphone, say what happened, stop when you are done, glance over the text, and save.