Voice Memo is a Follow Up Boss (FUB) mobile app feature that lets real estate professionals record voice notes after client meetings that are automatically transcribed, summarized, and saved as a structured note on a contact record. This article covers how to start, record, and review a voice memo, who can use the feature, and how it compares to the existing Speak Note option.
Who this applies to
Voice Memo is available to Follow Up Boss users on accounts where the feature is enabled. It may roll out in phases. To record, you must use the Follow Up Boss mobile app on iOS or Android. You can view voice memo notes on the Follow Up Boss web app, but you cannot record from the web.
Requirements before you begin:
- Follow Up Boss mobile app installed and up to date
- Microphone and speech-recognition permissions granted on your device
- Acceptance of the one-time recording and consent disclaimer (shown on first use)
What voice memo does
Voice Memo records a spoken recap right after a meeting — or in-person conversations (agents are responsible for collecting all parties’ consent to record) – in the Follow Up Boss mobile app. After you stop recording, Follow Up Boss:
- Transcribes the audio
- Separates different speakers with labels
- Creates an AI-generated title and summary
- Saves everything as a note on the contact record
You get a structured note without typing on your phone.
Start a voice memo
You can start a voice memo from three places in the Follow Up Boss mobile app.
From a contact record:
- Open the contact in the Follow Up Boss mobile app.
- Select Notes.
- Select Add voice memo.
From the Quick Access menu:
- Select the Quick Access (floating action) button.
- Select the voice memo icon.
- Choose the contact you are meeting with.
- Select the record button to start recording.
From an appointment page:
- Open the appointment in the Follow Up Boss mobile app.
- Select Add a Voice Memo.
- Confirm the contact if prompted.
- Select the record button to start recording.
First-time setup
The first time you use Voice Memo, you will:
- Grant microphone and speech-recognition permission on your device
- See a one-time disclaimer about recording and consent
Consent to Record
YOU ARE SOLELY RESPONSIBLE FOR UNDERSTANDING AND FOLLOWING ANY STATE, LOCAL, OR BROKERAGE CONSENT REQUIREMENTS THAT APPLY WHEN RECORDING AN IN-PERSON CONVERSATION. See the FUB Terms of Service for more information.
Record
While recording, you will see a waveform, a timer, and Pause and Stop buttons.
During recording, you can:
- Lock your phone
- Switch to another app
- Put the phone in your pocket
Recording continues in the background up to the confirmed shipping recording limit. At that cap, Follow Up Boss stops and saves the recording automatically.
If your signal is weak during recording or upload, Follow Up Boss saves the audio locally on your device first and uploads it automatically when you are back in coverage.
Let Follow Up Boss process the memo
When you select Stop:
- Follow Up Boss saves the audio locally, then uploads it.
- A brief upload indicator appears on screen.
- Follow Up Boss generates an AI-created title, an editable AI summary, and a full speaker-separated transcript.
You do not need to stay on the screen while processing runs. When the note is ready, you will receive a push notification that links directly to the contact's note.
Review and edit the note
On the contact's timeline, the voice memo note includes:
- An audio icon to make it easy to identify
- The AI-generated title
- The AI summary at the top
- The full transcript below, with speaker labels
To edit the summary:
- Select the summary text and type your changes, or
- Use the voice-edit option (where available) to adjust the summary by speaking
The transcript stays unchanged to preserve a clear record. You can react to the note with an emoji or reply in a thread, the same as any other note in Follow Up Boss.
Teammate visibility
Once processed, a voice memo appears as a note on the contact's timeline. Any teammate who can normally see notes for that contact can see the title, summary, and transcript, and can react or reply.
Understand speaker labels
Follow Up Boss separates speakers automatically and applies generic labels. In this release, you cannot rename speaker labels. If the labels are inaccurate, use the summary and full transcript context to interpret who said what.
Compare voice memo and speak note
Follow Up Boss has two voice-based note options in the mobile app:
Speak Note
- Speech-to-text as you talk; text appears live and mixes with typed notes
- Best for quick recaps
Voice Memo
- Records the full conversation, then generates a summary and transcript
- Best for full buyer tours, listing consults, or longer meetings
Use either option depending on the situation.
Troubleshoot voice memo
Voice Memo is not visible in the app
If you do not see the Add voice memo button or the voice memo option in the Quick Access menu:
- Update the Follow Up Boss mobile app to the latest version.
- Confirm that microphone and speech-recognition permissions are granted on your device.
- Check with your team admin to confirm that Voice Memo is enabled for your account.
- If the option is still missing after completing the steps above, contact Follow Up Boss Support.
Upload fails or connection drops
If your connection drops mid-recording or during upload:
- The recording is not lost — it is saved as a local file on your device
- Follow Up Boss automatically retries the upload several times in the background
- When you are back in coverage, the upload resumes and processing continues
If upload issues persist, you will see a message in the app with an option to retry manually.
Voice Memo on Apple Watch or WearOS
Voice Memo does not support recording from Apple Watch or WearOS at launch. Recording is available only in the Follow Up Boss iOS and Android mobile apps.