Instant AI Notes help agents save time by automatically generating a clear, professional summary of a call.
User level: Admin, Agent, Supervisor
What are Instant AI Notes
Instant AI Notes generate a written summary of a call directly in the Notes section of the call details. This summary is created using the call transcript and is designed to help you quickly log key information, outcomes, and next steps without writing everything manually.
If you have already added manual notes, CloudTalk keeps them intact and adds the AI-generated summary below them.
How to generate AI notes
Complete a call and proceed to the call wrap-up screen.
In the Notes section, click the Generate with AI button next to the Notes field.
The AI generates a summary and inserts it into the Notes.
If the call already contains manual notes, they remain at the top. The AI-generated summary is added below, separated by a divider.
Adjust summary settings before generation
After the AI summary is generated, you can customize how the notes are displayed:
Length: Short, Normal (Default), or Long
Tone: Professional, Friendly, or Direct (Default)
Language: Original call language (Default) or English
Below is a breakdown of how Length and Tone affect the generated Instant AI Notes.
Summary length options
Length | What it means | When to use it |
Short | Very brief, high-level overview. Focuses only on the main outcome or decision. | Quick reference, internal handoff, or when you only need a snapshot of the call. |
Normal | Balanced summary with a reasonable level of detail. Covers context, key points, and next steps. | Default option. Suitable for most calls and everyday use. |
Long | More detailed summary that includes additional context and discussion points. | Longer or more complex calls where more background and detail are helpful. |
Tone options
Tone | What it means | Example |
Direct | Neutral, balanced summary with moderate detail. | The customer is comparing multiple vendors and discussed pricing and contract length. They expressed interest in CloudTalk but want to review the proposal internally with their manager. A follow-up call was agreed for next week. |
Professional | Formal and outcome-focused. Removes soft language and keeps only factual statements. | The customer is evaluating multiple vendors and raised questions about pricing and contract terms. Interest in CloudTalk was confirmed. Internal review with a manager is required before proceeding. A follow-up is scheduled for next week. |
Friendly | Conversational and human. Reads like a teammate explaining the call. | The customer is looking at a few different vendors and talked through pricing and contract length. They seemed interested in CloudTalk but want to review everything with their manager first. They agreed to reconnect next week. |
Editing AI-generated notes
After the AI Notes are generated:
The Notes field remains fully editable.
You can update, rewrite, or append information at any time.
Changes are saved automatically after a short delay.
If you change the summary length, tone, or language after editing the AI-generated content, CloudTalk asks you to confirm regeneration.
This confirmation is required because regenerating the summary will replace the existing AI-generated content, and any manual edits or notes added to it will be lost.
Availability and limitations
Instant AI Notes are available only when the following conditions are met:
The call duration is longer than 30 seconds.
The call is not a voicemail.
Conversation Intelligence is enabled for your workspace.
If it is already enabled, the feature is available immediately.
If it is not enabled, clicking the button will:
Redirect Admins to the Dashboard where Conversation Intelligence can be enabled
Show Agents an informational message indicating that an upgrade to Conversation Intelligence is required for the feature to work
Only one AI summary can be generated per call. Once a summary is created and saved, the AI button is disabled and the note behaves like a regular editable note.
What happens when a call is reopened
When you reopen a call later, or when another agent opens the same call:
Existing manual notes and the AI-generated summary are displayed together.
The AI summary is not regenerated automatically.
It is no longer possible to regenerate the summary or change its tone or length.
The Notes section works like a standard editable note.
If you need further assistance or have any questions, you can contact our Support team. We are always here to help you!