ivvi Notes

Assistive note-taking tool (by ivvi Assistant Ltd) that links recorded audio with a word-for-word transcript, a visual mind map, and a linear outline.

Last reviewed: 28 October 2026 · Applies to: ivvi Notes (Web workspace at ivvi.dev via ivvi.app, Desktop, & Mobile/Tablet)

These instructions were checked against official product documentation on the review date. Menus, features and availability may change or vary by device, software version and subscription. If your screen looks different, check the official help links below or contact AAT Solutions.

Why combining audio, a transcript, a map, and an outline helps

Trying to write detailed notes during a fast-paced lecture or meeting makes it easy to miss what is being said next. On the other hand, if a recording tool only gives you a long block of transcribed text at the end, finding the key points afterwards can be tiring.

ivvi Notes links your recording to distinct views that serve different purposes:

  • Recorded Audio: The original spoken recording of your session.
  • Transcript: The full word-for-word text record of what was spoken.
  • Visual Mind Map & Linear Outline: Two ways to view the organised topics and ideas from your session — either as a branching visual map or as a structured linear outline.

When you play your audio recording back, the words in the Transcript and the corresponding branches on the Mind Map highlight in sync.

Getting started: signing in, recording, reviewing, and exporting

  1. Open the ivvi workspace, check recording permission, and test your audio source: Always make sure you have permission to record in line with your workplace or university policy. On the web, visit https://www.ivvi.app/ and select Open ivvi or Log in to enter the ivvi.dev application workspace (or open the installed ivvi desktop or mobile/tablet app and sign in). Start a new session, give it a clear title (such as 28 Oct — Project Kick-off), and check your audio source. For an in-person room recording, select your microphone; for an online video call on a computer, follow the audio-sharing option offered by your platform or browser so both your microphone and computer/tab audio are captured (for example, ticking Share tab audio where offered when selecting a call tab in a Chromium browser), and run a 10-second two-voice test before the meeting begins.
  2. Focus on listening while capturing, and add brief notes or sketches: While ivvi Notes captures the audio, you do not need to type everything verbatim. You can jot down short text notes, icons, or simple sketches alongside the recording to mark moments you want to revisit. When the session ends, stop and save the recording so ivvi Notes finishes processing the transcript and visual map.
  3. Replay original audio using linked branches and playback controls: Select an audio-linked branch on the mind map (or a paragraph in the transcript) to jump to that part of the session, then use the playback controls (Play/Pause) to listen to the original recording while the transcript words and map branch highlight in sync. (Note: branches you add manually after the session may not correspond to a recorded timestamp.)
  4. Choose the view that suits how you read: Use the Map or Outline view when you want to scan the organised ideas and structure of the session, and use the Transcript when you need to check the exact spoken wording. Keep branch titles short and clear (two to five words) so the map and outline stay easy to scan.
  5. Export to Microsoft Word or PDF: ivvi Notes allows you to export your audio, transcript, and map separately — including exporting your map or notes to Microsoft Word or PDF so you can turn your session into a structured study guide, essay plan, or meeting summary. After exporting to Word, inspect the document outline and heading styles in Word if you rely on heading navigation or assistive reading tools.

Common problems, and what to do

  • An online call recording only heard your side of the conversation. When wearing a headset on Teams, Zoom, or Meet on your computer, recording the microphone alone misses the remote speakers. Check the system-audio or tab-audio sharing option offered by your app or browser before the call starts, and play back a short test clip to confirm both voices are captured.
  • The visual map has too many branches to take in at once. Switch from the 2D Map to the linear Outline view to read the organised topics top-to-bottom, or zoom in on one main topic branch at a time, and tidy up minor off-topic branches during a short review straight after the session.
  • Colour is carrying the only meaning on the map. If you colour-code branches for actions or deadlines, include a clear word or symbol in the branch title too (for example, ACTION: Send draft by Friday) so that meaning survives when exported to text or read aloud.

5-minute practice exercise

  1. Visit https://www.ivvi.app/ and select Open ivvi or Log in to enter the ivvi.dev workspace (or open the ivvi app), then start a new practice session titled 5-Minute Practice Note.
  2. Record yourself speaking for 60 seconds about three tasks you need to complete this week, pausing briefly between each topic, then stop and save the recording.
  3. Once processing finishes, compare the Map and Outline views (for the organised topics) with the Transcript (for your exact spoken words). Select one of the generated map branches to locate its passage, and press Play on the playback controls to watch the transcript words and branch highlight in sync with your voice.
  4. Edit one branch title so it starts with ACTION:, export the map to Microsoft Word, and inspect the exported document structure.

Official ivvi Notes resources

Need more detailed guidance?

This quick guide covers the basics. Get hands-on training to use ivvi Notes for meetings, lectures, and structured document exports.

View Note-taking & Audio training →

Using this as part of a dyslexia or ADHD toolkit? See our dyslexia & ADHD training.

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