Book an appointment from the car
Dictate who, when and where: Ugo prepares the event in your calendar and creates it once you confirm.
How to use WhatsApp voice notes for your calendar, email and CRM
With Ugo, an AI assistant with its own WhatsApp number, you send a voice note just as you would to a colleague: Ugo transcribes it and carries it out like a written message, with the apps you’ve connected, such as your calendar, email and CRM. Voice notes can be up to 90 seconds long, and actions only go ahead after your “Confirm”.
Why connect Voice messages to WhatsApp
You leave a client visit and need to book the next appointment, reply to an email and update the CRM. In the car or with your hands full, typing it all on your phone isn’t an option, and by the evening half of it is forgotten.
With Ugo you hold down the microphone and talk: “book me in with Smith tomorrow at half ten”, “note on Taylor: interested in 20 licences”. Ugo transcribes the voice note, works out what you’re asking and shows you in writing what it’s about to do. If it got it wrong, tap “Cancel”.
How to connect Voice messages to WhatsApp, step by step
It takes a few minutes. You do the first two steps only once, then you connect as many apps as you like.
- 1
Create your Ugo account
Sign up at app.ciaougo.com with your email and password and enter your company name.
- 2
Link your WhatsApp
In Settings → WhatsApp, generate a code and send it in a chat to Ugo’s number: from then on Ugo recognises your number.
- 3
Connect the apps you need
Voice notes work straight away, with nothing to switch on. To get things done, though, you need skills: on the portal, open Skills and connect your calendar, email or CRM.
- 4
Check the language
In Settings → Profile, choose the language you speak: Ugo transcribes voice notes in that language.
- 5
Hold down the microphone
In your chat with Ugo, record your request as you would for a colleague. If you’ve got a lot to say, send several voice notes: Ugo takes them in order.
- 6
Read and confirm
Ugo replies in writing. For actions that change something, it shows you what it’s about to do and goes ahead after your “Confirm”.
What you can do with Voice messages on WhatsApp
Your visit report in the CRM
As soon as you leave the client, say how it went: Ugo prepares the note or activity in the connected CRM.
Reply to an email while walking
Say what to reply in a few words, and Ugo writes the full email and shows it to you before sending it.
Quick questions
What you’ve got on tomorrow, how long it takes to get to a client, a supplier’s number: ask out loud, and Ugo answers in writing.
The first messages to send
- Book me in with Smith tomorrow at half ten
- Tell Laura the quote will be with her on Monday
- Add a note on Taylor: interested in 20 licences
🎤 Voice message (0:18)
Here’s what I’ll do: Add to Taylor Engineering in the CRM the note “Visit done: interested in 20 licences, follow up in November”. Shall I go ahead?
What Ugo doesn’t do (yet)
- Each voice note can be up to 90 seconds long: for longer requests, send more than one.
- Ugo replies in writing, not with a voice note.
- With a voice note Ugo does the same things it does with a written message: nothing more than your active skills allow.
Other ways to connect Voice messages to WhatsApp
Ugo isn’t the only option. Here are the most common alternatives, and when they make sense.
Keyboard dictation
It turns your voice into text in any app, but then you still have to create the appointment, the email or the CRM note yourself.
WhatsApp’s voice message transcripts
On many phones WhatsApp can transcribe the voice notes you receive, but the text stays in the chat and doesn’t do anything.
Your phone’s voice assistants
Siri and Google Assistant create reminders and events by voice, but they work with your phone’s apps, not with your CRM, and outside WhatsApp.
Questions about Voice messages and WhatsApp
Do voice notes cost extra?
No. They’re included in the Ugo subscription: €50 a month per person (or €550 a year), excl. VAT, with every app.
Where is the audio transcribed?
On Ugo’s servers in Frankfurt, with a transcription model running on our own servers: the audio isn’t sent to external transcription services and isn’t kept.
How long can a voice note be?
Up to 90 seconds. If it’s longer, Ugo asks you to shorten it or split it into several messages.
What if Ugo mishears a word?
For actions that change something, Ugo always shows you what it’s about to do: if it misheard, tap “Cancel” and repeat or type your request.
More guides: Ugo’s tools
How to connect WhatsApp Business to an AI assistant
Ugo messages customers from your Business number
Read the guide
How to use Google Maps on WhatsApp with an assistant
Routes, local businesses and Street View in the chat
Read the guideHow to get a WhatsApp assistant to answer with your website’s information
Answers from company websites, for the whole team
Read the guideHow to see a website preview on WhatsApp
An image of a website, on computer or phone
Read the guide
Connect Voice messages to WhatsApp
Create your account, link your number and switch on Voice messages from the portal. Every app is included in the subscription.
