How it works

From conversation to plan, step by step.

If you've never used a tool like this, here's exactly what happens, from adding a student to sending the summary. You lead every step.

Record Summary Send

1Before

Add a student in about 30 seconds.

A name, year level and class is all you need. Add more details later if you like.

After your first conversation, the plan you made together is waiting for you next time.

Adding a whole year group? Upload a spreadsheet from your school system instead. Getting your students in

Add student

Student nameAroha Ngata

Year level

Year 11

Class11MR

Tutor (optional)Mr Tama Rewi

CancelAdd student

2Ask

Ask the student first.

Explain it in your own words, or read this out:

Sample consent script“I'd like to record this so I can listen properly instead of writing. It writes up a summary and next steps for us, and you'll get a copy. Names are removed before the AI sees it, and the recording isn't kept. Is that okay?”

Then tick to confirm they agreed. Recording starts only after you tick.

Start recording

Press when you and the student are ready.

3During

Press record, then just talk.

One button. The student has your full attention while CareersNote listens.

Glance at the live transcript if you want to. You don't have to.
Names show as [name], so you can see privacy working as you go.
Pause any time, and finish when you're done.

Recording12:48

PauseFinish

Live transcript

Live

AdviserLast time you mentioned sport and biology. What's been on your mind since?

StudentPhysio, mostly. When I hurt my knee, [name] at the clinic got me back playing netball.

AdviserPhysiotherapy needs chemistry and biology in Year 12 and 13. How do you feel about chemistry?

StudentA bit nervous. My mum, [name], said she'd come to the open day with me

Names show as [name]. They're removed before the AI sees anything.

4Straight after

The summary appears while the student is still with you.

It's set out under the same headings every time: interests and strengths, what matters to them, pathways discussed, what might get in the way, and next steps.

Read it together. Change anything that isn't quite right, and tick off the next steps you've both agreed. Then approve it.

It's a draft until you approve it.

Conversation summary

Aroha Ngata · Year 11 · 23 October · 21 minutes

Draft

Interests and strengths

Sport, biology, and helping people recover from injury.

What matters to them

Helping people; work that keeps her active

Pathways discussed

Physiotherapy degree (entry needs Year 12–13 chemistry and biology)
Sport and recreation diploma as an alternative
Gateway placement at a local physio clinic next year

What might get in the way

Chemistry isn't in her current subjects; getting to open day in another city

Next steps

AgreedBook a place at the university open dayAroha · by 15 November
AgreedCheck Year 12 subject choices include chemistryMr Rewi · this week
AgreedSend physiotherapy entry requirementsSarah · today
AgreedTalk about open day travel togetherParent · before 15 November

5Send

You choose who receives it.

The student, their family, their tutor or homeroom teacher, or a colleague you're referring the student to. You decide every time, and nothing is sent until you press Send.

Each person gets a short, plain email with what matters to them.

Send summary

Send to

Aroha StudentMere Ngata ParentMr Rewi TutorColleague

Your careers conversation, 23 October

Hello Aroha, here's a summary of what we talked about today and the next steps we agreed…

Only the summary and next steps are sent.Send to 3 people

Student

Your careers conversation, 23 October

Hello Aroha, here's what we talked about today and the next steps we agreed. First up: book your place at the open day by 15 November.

Parent or family

Aroha's careers conversation, 23 October

Hello, Aroha met with Sarah Mitchell today to talk about her pathways. One step for you: talk about open day travel together before 15 November.

Tutor

Aroha Ngata (11MR): careers next steps

Hello Mr Rewi, one step for you this week: check Aroha's Year 12 subject choices include chemistry.

6Next time

Pick up where you left off.

When Aroha comes back, the last plan sits beside the recorder. See what's done and what's still open before you say hello.

Start recording

Press when you and the student are ready.

7If the student says no

If the student says no, that's fine.

Nothing is recorded. Write a short note and the next steps by hand instead, and send them the same way.

Write a note instead

NoteTalked about physio and the sport and recreation diploma. Aroha wants to look at the open day first.

Next steps

DoneBook a place at the open dayAroha · by 15 November

Add next step

Privacy

What happens to the recording

Recorded in your browser
Only while you're recording, and only with the student's agreement.
Names removed
Student and parent names are taken out before the AI sees anything.
Processed in Australia
The AI provider can't use it to train its models.
Summary written
A draft for you to check, change and approve.
Full transcript deleted
Once you approve the summary. The recording isn't kept. The summary and next steps stay for next time.

Read the full privacy details

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