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Team & operations

WhatsApp voice notes to Todoist tasks

Voice-note-to-task automation turns a quick spoken note into a list of proposed tasks. The note is transcribed, Claude picks out the actions and dates, and you confirm the list before anything is added to Todoist.

An example of how the studio would build it. No live services are connected.

From a voice note on the move to tasks you’ve confirmed.

  1. Step 01

    Note recorded

    You send a voice note to a dedicated WhatsApp Business number, which only processes notes from approved numbers.

  2. Step 02

    Note transcribed

    A speech-to-text service turns the audio into text, and the audio is deleted once the transcript is saved.

  3. Step 03

    Actions found

    Claude reads the transcript and lists each action with any date, project or priority it mentions.

  4. Step 04

    Tasks confirmed

    The proposed tasks come back to you in WhatsApp to approve, edit or discard.

  5. Step 05

    Tasks created

    Approved tasks go into Todoist with their due dates and project, plus the original sentence for context.

The result

Ideas captured before they’re forgotten.

Nothing reaches your to-do list until you confirm it. Audio is deleted after transcription, and notes from unknown numbers are ignored.

Before we connect it.

Where this is useful

Useful for owners and site-based staff who think of jobs while driving or between appointments, when typing isn’t practical. A sensible first version handles one person’s notes and one Todoist project, with every task confirmed in WhatsApp before it is created.

What we need to connect

  1. 01A dedicated number on the WhatsApp Business Platform, because personal WhatsApp accounts don’t offer an API.
  2. 02A transcription service and Claude API access, with data-handling terms you are comfortable with.
  3. 03Your Todoist projects and labels, and rules for turning phrases like “next Tuesday” into due dates.

What needs careful handling

Voice notes often mention customers, colleagues, health or money, so treat transcripts as sensitive. Choose providers whose terms suit that, delete audio once it is transcribed and keep transcripts only as long as they are useful. Transcription can mishear names and dates, which is why a person confirms every task and relative dates are worked out in your own time zone.

Questions people ask.

Who can see what I say in a voice note?

The audio passes through WhatsApp, the transcription service and Claude, so each provider’s data terms apply. We would choose settings that keep your data out of model training where a provider offers that choice, delete audio after transcription and limit who can read stored transcripts.

What if it gets a task wrong?

Nothing is created until you confirm it. You can edit or discard a suggested task in the WhatsApp reply, and anything unclear, such as a missing date, is flagged rather than guessed.

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