What you'll accomplish
By the end of this guide, you'll have Otter.ai running on your phone or computer, automatically transcribing every client intake call and generating a summary with all the key scheduling details already pulled out — no frantic note-taking, no missed access codes, no phone numbers written on sticky notes.
What you'll need
- A smartphone or computer with a microphone
- A free Otter.ai account (otter.ai — free plan includes 300 minutes/month of transcription)
- Time needed: 15 minutes to set up; 0 extra minutes per call after that
- Cost: Free for up to 300 minutes/month; $17/month Pro for unlimited
How-To Guide: Transcribe and Capture Client Intake Calls
Step 1: Create Your Free Otter.ai Account
Go to otter.ai in your browser. Click Sign up free. Sign up with your Google account or email.
- Click "Sign up free" or "Get started"
- Choose "Sign up with Google" (easiest) or enter your email
- Complete the brief setup — no credit card required for the free plan
What you should see: You're taken to your Otter.ai home dashboard, which shows recent conversations (empty on first use).
Troubleshooting: If you don't receive a confirmation email, check your spam folder. Use a personal email if your agency email blocks external services.