--- title: "Voice notes: dictate tasks and calendar dates | Otrock" description: "Dictate tasks without typing: one voice message becomes tasks for you and your colleagues. The program sets the dates; they go to the calendar once you confirm." url: "https://otrock.cz/en/voice-notes" updated: "2026-10-23T10:38:36+02:00" --- AI helper # Voice notes: tasks, deadlines and emails from one voice note After a meeting with a client or on the road, tell your phone what needs doing. Voice notes turns one message into tasks for you and your colleagues, job notes and email drafts. The program works out the date and time, and after you confirm, everything goes to colleagues and into the calendar. [Free consultation](https://otrock.cz/en/free-consultation?pomocnik=hlasovka) [How it works](#postup) 30 minutes free, over a video call. We get back to you within one day. HowDictation in the browser or a voice message to Telegram Who calculatesThe program works out dates; AI splits the message into tasks Where it goesAfter you confirm: colleagues, the job, Google or Outlook calendar 0:48 “…so order new business cards tomorrow. Tell Pavel to visit Mr. Novák next Tuesday at ten. And send Ms Malá the summary of today's meeting.” Dictated on Tuesday, Oct 6, at 3:42 PM 3 items For approval - Order new business cardsWednesday, Oct 7 - Pavel: meeting with Mr. NovákTuesday, Oct 13, 10:00 AM - Email to Ms Malá: meeting summarydraft The program calculated the dates. Pavel's meeting goes into his calendar once confirmed. Demo with sample data. ## One message, several tasks, each with the right person Turning speech into text is only the start. From the transcribed message, voice notes recognizes what needs doing, who will do it, what it belongs to and by when. You speak as you would to a colleague. - ### It transcribes what you say You dictate in Czech in the browser on your computer or phone, or send a voice note to Telegram. You always have the transcript to hand, and you can fix anything in it before you confirm. - ### It splits the message into tasks One voice message often contains several things at once. Voice notes splits them into separate tasks and recognizes for each one whether it is for you or a colleague, so nothing stays hidden in a long transcript. - ### The program works out the deadlines It turns words like “tomorrow” or “in a week” into a specific date, and “on Friday at three” into Friday at 3:00 PM. It then sorts the tasks by deadline, nearest first. - ### It records a note on the job When you mention a job number or company name, the task or note is saved straight to that job. Voice notes works with the same jobs as the [inquiry handler](https://otrock.cz/en/inquiry-handler). - ### It prepares an email draft Tell it who should get which email, and voice notes prepares the draft. The draft of a promised quote goes to the inquiry handler, and none of it goes out without your approval. - ### It passes on tasks and records deadlines Once you confirm, the tasks go out to colleagues and the deadlines appear in your Google or Outlook calendar. You see them on your phone and computer alongside your other meetings. ## From a voice message to tasks and calendar dates You speak, the assistant records. All that is left for you is checking. 1. ### You dictate a message In the browser you click “Record”, or send a voice message to your bot in Telegram. Feel free to say several things at once. 2. ### Speech is converted to text Dictation in the browser and voice messages from Telegram are both converted to text. It does not matter where you speak from, the result ends up in the same place. 3. ### AI recognizes what needs doing It splits the transcript into tasks, notes and email drafts, and assigns them to you, a colleague or the right job. 4. ### The program works out the deadlines It turns phrases like “the day after tomorrow at eight” into an exact date and time, and sorts the tasks by deadline. 5. ### You check and approve You go through the result and confirm it, even from your phone. Then the tasks go to the people they belong to, the deadlines go into the calendar, and email drafts wait for your approval. 0:41 “…I promised Mr. Bartoš a quote, we meet about it on Thursday at two. Tell Jirka to prepare the documents for the accountant by Friday. And remind me tomorrow morning to call the supplier about that complaint.” Dictated on Tuesday, Oct 6, at 10:50 AM 3 items For approval - Meeting with Mr. Bartoš: quoteThursday, Oct 8, 2:00 PM - Jirka: documents for the accountantFriday, Oct 9 - Call the supplier about the complaintWednesday, Oct 7, 8:00 AM The program calculated the dates. Once confirmed, the meeting goes into your calendar and the task goes to Jirka. Demo with sample data. ## What you promise at a meeting is in your tasks right away ### Before - After a meeting you promise yourself you will write it up in the evening - A task for a colleague stays on a scrap of paper or in the phone - "Next Tuesday" gets written in the diary for the wrong day - A promised email to a customer gets put off ### With a helper Done - One voice message right after the meeting - The colleague gets the task and the notes are at the job - The program works out the deadline and puts it in the calendar - The email draft only waits for your approval ## For people who talk and drive more than they type Dictating tasks saves typing mainly where arrangements are made in person or by phone. ### Sole traders and tradespeople Notes from the car, from a customer or from a construction site, you dictate right away while you still have them in your head. You do not have to write anything up in the evening. ### Small businesses The owner dictates what needs to be done, and each colleague finds their own task, deadline included, in their calendar. Fewer phone calls asking “what did we actually agree on?” ### Medium-sized businesses Sales staff and field technicians record meetings and agreements by voice. Everything ends up in the same system as inquiries and jobs, so no separate task list builds up next to them. ## Nothing to install: a browser or Telegram is enough You open voice notes in a browser on your computer or phone, or send it a message in Telegram. Results go where you keep working with them: tasks for colleagues, notes on jobs and deadlines in your Google or Outlook calendar. You choose which AI model breaks the message down into tasks. - Dictation in the browser - Telegram - Tasks for colleagues - Jobs in the inquiry handler - Email drafts - Google and Outlook calendars ## Voice note FAQ You will find more answers in the list of all questions. [All questions](https://otrock.cz/en/faq) Can voice notes assign a task to a colleague? Yes. Just say who the task belongs to, for example “Martin, call the customer tomorrow”. Voice notes assigns the task, the program works out the deadline, and once you confirm, Martin gets it with the date in his calendar. What if voice notes gets something wrong? You always see the result before you confirm, and you fix whatever needs fixing. Nothing goes to colleagues or into the calendar that you have not approved. Does voice notes send emails by itself? No. An email draft waits until you read it, edit it and approve it. A quote draft can be passed to the inquiry handler, where it is approved like any other quote. How do the deadlines get into my calendar? After you confirm, voice notes writes them straight into your Google or Outlook calendar. A meeting that a colleague attends also appears in their calendar, so you do not retype or forward anything. Do I need Telegram? No. You can dictate in the browser, whether you are at a computer or only have your phone. Anyone who has Telegram can send their bot a voice or text message, and the bot replies with what it has prepared for your confirmation. Do I need the inquiry handler too? No. Voice notes works on its own for tasks, deadlines and emails, yours and your colleagues'. Together with the inquiry handler, it also saves notes to jobs and passes quote drafts to it. How much does voice notes cost? It depends on what we connect it to, for example colleagues' calendars or jobs in the inquiry handler, and where it runs. We will tell you the price after the free consultation, once we know what voice notes should do for you. ## A note from a meeting goes straight to the job - [**Inquiry handler**Notes from voice notes are added to jobs from inquiries, and the inquiry handler takes over the draft quote.More about the inquiry handler](https://otrock.cz/en/inquiry-handler) - [**Company assistant**When you need an answer from company procedures instead of a task, ask the assistant.More about the company assistant](https://otrock.cz/en/company-assistant) - [?**Custom apps**You can also dictate into your own records, which we will build to fit your business.More about custom apps](https://otrock.cz/en/custom-app) In practice Live since September 2026## Dictated tasks and dates for REPROP REPROP s.r.o. sells promotional pens printed with a logo through online shops. Alongside the inquiry handler and the price calculator, we built voice notes for REPROP too. Tasks and notes can be dictated into the phone or sent as a voice message via Telegram, and voice notes turns them into personal tasks and calendar dates. [Full REPROP case study](https://otrock.cz/en/our-work#reprop) ## Dictate what is on your plate tomorrow At the free consultation you will see how one voice message turns into tasks for you and your colleagues, and deadlines in your calendar. 30 minutes free, over a video call. We get back to you within one day. OT[Ondřej Tóth](https://otrock.cz/en/about), who has been building websites and apps for businesses since 2014, will build and set up the helper for you. [Free consultation](https://otrock.cz/en/free-consultation?pomocnik=hlasovka) [Call +420 774 862 198](tel:+420774862198)