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Recording & Capture — Setup, Failures, and Consent

How to set up reliable recording in AutoTrainer, fix common capture failures (no audio/video, missing recordings), and understand consent considerations.


Applies to: Sales, F&I, Service, BDC, Managers, Admins

Before you begin

  • Use a supported browser (Chrome or Edge latest). Allow camera/microphone permissions when prompted.
  • Networking: stable broadband; avoid guest Wi‑Fi that blocks WebRTC.
  • Microphones: for small offices, a single boundary or cardioid mic placed near the customer/manager is sufficient; for showrooms or larger rooms, consider 2 mics (front-of-desk + customer side) and disable laptop mics to prevent echo.
  • Quiet the room: reduce HVAC noise, hard-surface echo (add a desk pad or soft surface near the mic) to improve transcription accuracy.

Record a deal or session

  1. Open AutoTrainer and start the appropriate workflow (Live deal, roleplay, or service call capture
  2. When the browser asks for permission, choose Allow for Microphone
  3. Speak a short test sentence. Confirm input meter shows activity
  4. Proceed conversation. Keep the mic 1-3 feet from the primary speaker when possible
  5. End Session.  The recording uploads automatically.
Confirm the recording exists
  • Go to Recordings › Recent. Use filters (date, user, department) to locate the session.
  • Status shows Processing immediately after upload; analytics populate automatically.


Processing timeline: Operational metrics (e.g., PVR when connected via Ascent) usually appear the next morning; transcription/objection analysis completes shortly after processing. Treat the first 90 days of data as a learning period—spikes/dips are normal while the team and models calibrate. 

Quick Fixes for Capture Failures

No audio detected

  • Check the browser’s site permissions: Click the lock icon → Site settings → Microphone = Allow; select the correct input device.
  • OS input: On Windows/macOS, confirm the mic is not muted and has input level.
  • Hardware: Unplug/replug USB mic; avoid using both laptop mic and external mic simultaneously.

Recording missing
  • Filter by the user and time window; confirm the session was ended properly.
  • Check upload status (small up‑arrow indicator); keep the browser open until finished.
  • If still missing, capture the approximate time/user and contact Support with the console log (Menu → Help → Diagnostics).

Echo/background noise
  • Move the mic closer (1–3 ft); disable unused mics; add a soft surface under the mic. For glass-walled rooms, a boundary mic on the desk often outperforms a boom or laptop mic.


Consent and compliance (guidance, not legal advice)

  • One‑party vs two‑party consent: : Follow your state/province law and dealership policy. If required, announce recording at the start and obtain verbal consent.
  • In‑product prompts: Admins can add a pre‑call consent script in Settings › Recording. Retain proof of consent per your compliance policy.

FAQs

  • How many mics do we need? Small F&I office: 1 high‑quality mic. Larger rooms: 2 mics—desk + customer side.
  • Who can access recordings? Access is permission‑based by role (see Accounts, Login & Access). Clips inherit source recording permissions unless explicitly shared.

Related: Analytics & Insights • Coaching Features • Hardware & Environment