From the greeting to the console, in six steps.
A rep asks one sentence of permission and puts their phone on the table. About a minute after the appointment ends, the recap is ready with a play button on every line, the follow-up email is drafted from what was actually said, and the CRM note writes itself. Every meeting joins one memory, and a few hundred of them tell an owner which lead sources close and why.
Ask, in one sentence
The script is one line and it belongs in the greeting rather than as a separate awkward moment: "I use my phone to take notes so I can be fully present with you, is that okay?"
It frames recording as attention rather than surveillance, and it sets up the promise that follows, which is a written summary of everything agreed. Customers say yes overwhelmingly. Always asking is also correct in all fifty states, which removes a legal judgment call from a rep standing in someone's home.
The phone shows a visible recording state for the whole appointment, so consent stays obvious rather than being something mentioned once at the door.
Put the phone on the table
There is no bot, because there is nothing to join. The phone records the room at conversation distance, tuned for several overlapping voices rather than one person in a headset.
Capture is on-device first and uploads when there is coverage, which is what makes it work in a basement, an attic or a rural job site. A dead zone delays the recap; it never loses the meeting.
The rep does nothing else. No tagging, no notes, no button at the end. Anything that requires an action after the last appointment of the day is an action that eventually stops happening.
Get the recap before the next driveway
The recording is transcribed, speakers are separated and named where the calendar tells us who was there, and the conversation is turned into a recap: what was discussed, the price quoted, the objections raised, the commitments each side made, and the next step.
Every line carries a timestamp chip that plays the moment it came from. That is the trust mechanic and it is deliberate: a summary you cannot check is a guess, and guesses are dangerous when the disagreement is about what number was quoted.
Structured fields are extracted at the same time, which is what makes the later analysis possible: quoted price, objection type, competitors named, outcome signal, talk share.
Send the follow-up from the driveway
The follow-up email is written from the conversation rather than from memory, which is why it can be specific: the scope discussed, the exact number, the timeline promised, the next step with a date.
It sends from the rep's own address, and it is draft-first, so a human reads it before anything leaves. The rep's only job is to hit send.
Speed is the point. Lead-response research consistently shows qualification odds collapsing within the first hour, and in home services the homeowner is usually comparing two or three quotes: the first clear written recap frames how every other one gets read.
The CRM updates itself
The visit is written back to whatever you run: Housecall Pro, HubSpot, ServiceTitan, Jobber, Salesforce or something in-house. The summary lands as a note on the job or the deal, and the structured fields land as properties you can report on.
Read also flows the other way. The job, the customer and, critically, the lead source come back into Knack, which is what makes attribution possible later.
We connect this to your stack during onboarding, and it is working before you go live.
The meetings become a memory, then a pattern
Every appointment joins one memory. Ask what a customer said about the second bathroom in January and you get the answer with the moment attached, rather than having to remember which meeting it was in.
For the owner, a few hundred appointments turn into the number that changes decisions: close rate by lead source, with the reason attached. Not just that one channel closes worse, but that price arrives around minute 40 in nearly every visit it loses, and you can hear it.
That last step is why complete capture matters. If reps record only the appointments that feel important, you have not measured your lead sources, you have measured which visits reps found memorable.
How long does the recap take?
About a minute after a typical appointment, so it is ready before the rep reaches the next one. That timing is the product, not a performance stat: a follow-up sent from the driveway lands while the conversation is still warm.
Does a bot join the meeting?
No, and there is nothing for one to join. An in-person appointment has no invite, no join link and no participant list, which is why the whole AI notetaker category cannot attend it. Knack records on the phone that is already in the rep's pocket.
What does the rep have to do?
Ask the one-line consent question, start the recording, and hit send on the follow-up. No tagging, no notes, nothing at the end of the day.
What if there is no signal at the property?
Capture is on-device first and uploads when coverage returns. Basements, attics and rural job sites are the normal case rather than the exception, so it is designed for them.
How do I know the summary is accurate?
Check it. Every line links to the second it came from, so you play the moment rather than trusting the sentence. That is the difference between a summary and a record.
Who can see a recording?
Meetings are private by default. Owners and admins can see the team's, and a workspace setting opens visibility further if you want it. An individual meeting can also be marked private even when the team shares.
Is there a limit on how much we record?
No minute cap and no per-meeting cap on any plan. Metering minutes changes rep behaviour, and the appointments they would skip are the ones the analysis needs.