What you'll accomplish
By the end of this guide, you'll have Otter.ai running on your phone during venue walkthroughs and client calls — automatically transcribing everything you say and hear. After a 45-minute site visit, you'll have a searchable, shareable record of every measurement, commitment, and detail instead of scattered notes. After a client planning call, you'll have action items extracted automatically.
What you'll need
- Otter.ai account at otter.ai (free tier includes 300 minutes/month — enough for most planners; Pro is $10/month for unlimited)
- Smartphone with the Otter.ai app installed (iOS or Android)
- Time needed: 10 minutes to set up; then it runs automatically
- Cost: Free (300 min/month) or $10/month for Pro
How-To Guide: Capture Site Visits and Client Calls with Otter.ai
Step 1: Download and set up the Otter.ai app
- Download the Otter.ai app from the App Store or Google Play
- Open the app and sign in with your Google or email account
- Grant microphone permissions when prompted — this is required for transcription
- On the home screen, you'll see a large record button. Tap it once to test that it's working.
What you should see: The record button turns red and shows a live transcription of anything you say. The words appear on screen in real-time.
Troubleshooting: If the transcription doesn't appear, go to phone Settings → Privacy → Microphone → Otter → enable access.