Upload a call recording to a prospect's profile
Updated 20 October 2026
The Short Answer
Open their profile, press Update Profile and pick Upload a Call Recording. Choose an MP3, M4A, WAV or MP4 file up to 25 MB and 24 minutes, and press Upload. It's written out, read for what they said, and logged on Sent Logs with a summary, a player, what it added and the transcript. You can close it while it works.
A call you recorded on your phone becomes part of their profile: what they said lands in their details, each with the line it came from.
How do I upload a call recording?
- In Prospecting, open their profile and press Update Profile.
- Pick Upload a Call Recording.
- Choose the file from My Files, Computer or Drive.
- Press Upload.
It says Writing out your call…, then Reading what they said…, and under it: You can close this — we'll let you know when it's done. If you stay, it ends with a line like Read your call — 4 things added. It's on Sent Logs. — or, when the call held nothing new, Nothing new for their profile in this call. The transcript is on Sent Logs.
Which files can I upload?
An MP3, M4A, WAV or MP4 file, up to 25 MB, and a call up to 24 minutes long. All three are checked the moment you pick the file, before anything uploads:
- Another type of file: We can't read this type of file. Save it as an MP3 or M4A and try again.
- A call over 24 minutes: This call is over 24 minutes — we can only write out calls up to 24 minutes for now.
- A file over 25 MB is refused too, with its size.
Where do I see the call afterwards?
Their Sent Logs tab gains a Call recording row, newest first with everything else, with its length and a short summary under it. While it's still working the row says Reading. Open it for:
- the summary of what was said
- a player to listen to the call
- Added from this call — each detail it filled, with the line it came from
- Transcript — each line with its time, You for you and their first name for them (Client if they have no name)
If you closed the dialog, the bell tells you when it's done — Your call with Marcus is ready, with how many things it added. Pressing it opens the call on Sent Logs.
What if it mixed up who said what, or got a detail wrong?
PropKaki works out which voice is yours from the call itself. If it guessed wrong, open the call on Sent Logs and press Swap Who's Who beside Transcript. The two voices swap and the call is read into their profile again — what it added the first time is taken back first, unless you've changed it since.
To check one detail, point at it on their Profile tab: one the call filled reads your call · 14 Oct — "…", with the line it came from. To change it, press its pencil — your version wins.
I already logged the call — can I add the recording to it?
A call you logged in PropKaki shows on Sent Logs as Called. Open that row and press Add the Recording — it opens the same upload, and the recording then shows inside that row rather than as a second one. A row that already has its recording shows it instead of the button.
A call row still marked Unconfirmed has no Add the Recording yet: press Confirm Action on it first, and it becomes Called.
What if it couldn't write out the call?
The row says Couldn’t read, with We couldn't write out this recording. under it. The recording is still kept under Files and can still be played from the row. Open it and press Try Again.
Where is the recording kept, and can I remove it?
The upload step says it: Kept with Rachel under Files until you remove it. On their Files tab it reads Call recording · 18 min · 9.1 MB.
Removing it from Files removes its transcript, summary and player from Sent Logs too. The details it added to their profile stay, as a removed document's do. If you added it to a Called row, that row stays.