1. Install & Log In to the Aveni Assist Mobile App
(Aveni Assist Mobile app uploads only, not Teams, Google Meet, Zoom, or browser-based recordings)
The Aveni Assist Mobile App lets you record face-to-face meetings with clients directly from your iOS or Android device.
Install the App
Search for Aveni Meeting Assistant in the Apple App Store or Google Play Store and install it on your device.
If you are using a company-issued device, the app may already be installed through your company portal.
Log In
Once the app is installed, open it and tap Log In. Sign in using the method enabled by your organisation (Aveni account, Intelliflo, or
SSO).
After logging in, you will land on the My Recordings screen. You are now ready to record your first meeting.
Navigating the App
Tap the menu icon (☰) in the top-left corner of the My Recordings screen to open the side menu. From here you can access:
My Recordings - your main screen showing all saved recordings
Integrations - connect or manage your CRM (Xplan, Intelliflo)
App help - links to support documentation
Log Out
Your user initials appear as a circular avatar in the side menu header for quick reference.
Security & Privacy
If you have Face ID or fingerprint enabled on your device, the app will automatically lock after 5 minutes in the background. It will not lock during an active recording, so your meeting won’t be interrupted.
2. Record a Meeting
This guide walks you through recording, saving, and uploading a meeting using the Aveni Assist Mobile App.
Step 1 - Start a Recording
Open the app. You will land on the My Recordings screen.
Tap the blue microphone button (🎤) at the bottom centre of the screen to start recording.
🔕 Tip: Before recording, set your phone to Do Not Disturb to minimise interruptions. The app will also remind you of this when a recording is paused. |
During the Recording
For best results:
Be in a quiet location
Keep the phone close to you and your client
Avoid making or receiving phone calls during the recording - this will pause it
⚠️ If you receive a phone call, the recording will pause automatically. After you finish the call: Android: auto-resumes iOS: stays paused - make sure to tap the mic to resume Also: recording auto-stops if device storage drops below ~150 MB, or if the recorder timer stalls for ~5 seconds (defensive safeguard). The app is designed for face-to-face meetings and does not support recording phone calls made on the same device. |
Step 2 - Pause & Save the Recording
When your meeting has ended:
Tap the microphone button to pause the recording. A bottom sheet will appear showing:
Recording paused status and duration
Three action buttons: Delete (bin icon), Resume recording (microphone icon), and Save (floppy disk icon)
Tap the Save icon (floppy disk) to save the recording to your device.
💡 Tip: Always tap Save when you finish a recording to keep it properly named and ready to upload. |
Once saved, a green “Recording saved” confirmation banner will appear at the top of the screen, and the recording will appear in your My Recordings list under the Not Uploaded tab.
What if the App Closes Unexpectedly?
If the app closes or crashes during a recording, don’t worry - the recording will be automatically recovered the next time you open the app. A yellow “Recording recovered” banner will appear, and the recording will be saved to your Not Uploaded list as “Meeting Unnamed”. However, if your device itself crashes or restarts during a meeting, any unsaved recording data may be permanently lost and cannot be recovered.
You can then tap the recording to add meeting details (name, topic, client) and upload it as normal.
Recording in the Background - Recording continues even if your screen locks or you switch to another app.
Step 3 - Add Meeting Details
Before you can upload, you need to add details to the recording. You can do this immediately after saving or at any point before uploading.
Tap on the recording card in your list to open Meeting Details. Then tap the pencil (edit) icon in the top-right corner to open the Update Meeting Details screen.
The Update Meeting Details screen is divided into three sections:
Meeting Details
Meeting Name - type a name for the meeting (optional)
CRM Case Number - enter a case or reference number if applicable
Meeting Topic - required. Tap the dropdown to select a topic (e.g. Fact Find, Fraud Watch). Topics are grouped by category.
Number of Speakers
Tap + or - to increase/descrease the number of speakers
Client Details
Tap + Add Client to search for or type a client name. A search panel will appear - type to search your connected CRM or enter a name manually.
Additional Attendees
Tap + Add Attendee to add any other participants.
Tap Save at the bottom of the screen to confirm your changes.
Step 4 - Upload the Recording
Once meeting details are complete, return to My Recordings.
Long-press the recording card to select it. Selected cards are highlighted in blue.
Tap Upload (N) to Aveni Assist at the bottom of the screen (where N is the number of selected recordings). Upload is queued, not instant. You might see (N) recordings queued for upload food multiple recordings selected for upload.
A green “(N) Meeting uploaded” banner will appear to confirm the upload.
Uploaded recordings move to the Uploaded tab. Note: Uploaded meetings will be automatically deleted from the app 30 days after upload.
⚠️ If your recording has a missing meeting topic, the upload will be blocked and a red error toast will appear. Edit the meeting details first, then try uploading again. App is offline-first. Tapping Upload without network queues the recording; it uploads automatically when connectivity returns. Failed uploads retry automatically.
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Viewing a Saved Recording
Tap any recording card to open the Meeting Details view. From here you can:
See meeting name, time, CRM number, topic, client, and attendees
Play back the audio using the built-in player at the bottom of the screen
Control playback speed (1x) and skip back/forward 5 seconds
Tap the pencil icon to edit meeting details
3. Manage Recordings (Delete & Missing Recordings)
My Recordings Screen
The My Recordings screen is the main screen of the app. Recordings are split into two tabs:
Not Uploaded - recordings saved to your device that have not yet been sent to Aveni Assist
Uploaded - recordings that have been successfully uploaded
Each recording card shows the meeting name, time, meeting topic badge, and attendee count (if applicable).
Delete a Recording (During Recording - Before Saving)
If you want to discard a recording while it is still in progress or paused (If the meeting has been upload you will need our support team to delete it for you):
Tap the microphone button to pause the recording.
Tap the Delete (bin) icon in the bottom sheet.
A confirmation prompt will appear: “Are you sure you want to delete? Once deleted, you will not be able to retrieve it.”
Tap Yes, Delete to confirm, or Cancel to go back.
Delete a Recording (From My Recordings List - Before Upload)
To delete one or more saved recordings that have not yet been uploaded:
Go to the Not Uploaded tab on the My Recordings screen.
Long-press the recording card to select it (the card will highlight in blue and action buttons appear at the bottom).
Tap Delete (N) Recording.
A confirmation sheet will appear: “Delete N Recording? This action cannot be undone. The selected recordings will be permanently deleted from your device.”
Tap Yes, Delete to confirm, or Cancel to go back.
⚠️ Deleted recordings cannot be recovered. Always ensure you have uploaded a recording to Aveni Assist before deleting it locally. |
Recording Uploaded but Not Visible on the Website
If your recording has uploaded but does not appear in Aveni Assist on the web:
Open the mobile app.
Tap the menu icon (☰) in the top-left corner.
Go to My Recordings and check the Uploaded tab.
If the recording appears in the Uploaded tab in the app but not on the website, please contact the Aveni Support Team.
💡 Always save and upload recordings promptly to avoid any risk of loss. |
4. CRM / Client Issues (Xplan & Intelliflo)
If you cannot find a client when adding them to a recording, your CRM integration may be disconnected.
Search for a Client
When editing meeting details, tap + Add Client under the Client Details section. A bottom sheet will appear with a search box. Type a name to search your connected CRM or enter a client name manually.
If no results appear when searching, your CRM may need to be reconnected (see below).
Reconnect Your CRM
Tap the menu icon (☰) in the top-left corner of the My Recordings screen.
Tap Integrations.
Tap Connect next to Xplan or Intelliflo.
Complete the authorisation steps.
Once reconnected, return to your recording and search for the client again.
💡 If clients still do not appear after reconnecting, try closing and reopening the app, or logging out and back in. |
5. Troubleshooting Upload Issues
If your recording is not uploading, the issue is usually due to missing meeting information or a connectivity problem.
Upload Button Not Appearing or Blocked
To upload a recording, you must first long-press it to select it. Once selected (highlighted blue), two buttons appear at the bottom of the screen: Upload (N) to Aveni Assist and Delete (N) Recording.
If you attempt to upload and see a red warning banner - “N recording is missing a meeting topic. Please edit meeting details before uploading” - you need to:
Tap the recording card to open Meeting Details.
Tap the pencil icon to edit.
Select a Meeting Topic from the dropdown (this field is required).
Tap Save, then try uploading again.
Recording Stuck Uploading
If your recording appears stuck or the upload does not complete:
Check that you have a stable internet connection (Wi-Fi or mobile data)
Close and reopen the app
Long-press the recording again and tap Upload to Aveni Assist
Weak or unstable connectivity is the most common cause of stuck uploads.
Recording Not Visible in My Recordings
If a recording does not appear in the Not Uploaded tab, it may not have been saved. When finishing a recording, always tap the Save icon (floppy disk) in the paused recording bottom sheet.
If the app closed unexpectedly during a recording, the recording will be automatically recovered when you reopen the app. A yellow “Recording recovered” banner will appear, and the recording will be listed as “Meeting Unnamed” - you can then add details and upload it as normal.
Error Messages During Recording
If you attempt to record while a phone call is active on the same device, you may see errors such as “Failed to start recording”. This happens because the app cannot access the microphone while it is in use by an active call. End the call first, then start a new recording.
⚠️ The app is designed for face-to-face meetings only. It does not support recording phone calls made on the same device. |