Pro Note Taker Support

Last updated: November 1, 2026 · Applies to Pro Note Taker 1.0.4 for macOS, iOS and iPadOS · Privacy Policy

iPhone, iPad and iPhone Duo

Requires iOS/iPadOS 26 or later. Use Record to capture the microphone or import audio/video from Files. Saved transcripts appear in Library; an empty Library offers a clearly labeled example recording. Wider displays show the list beside the transcript. Open a record to generate one of four note styles or export Word, text, Markdown notes and SRT subtitles.

Settings provides interface language, speech and translation choices, offline language preparation, AI Notes, optional API keys and cloud-consent controls. The interface supports English and Simplified Chinese. Apple Speech needs consent and permission and may use Apple servers. Local notes use Apple Intelligence when available, otherwise a labeled local key-point preview.

For Ollama, enter the HTTPS address and installed model of your own server. It runs on your computer/server, not the phone; the Mac loopback address cannot reach your computer from the phone. Thinking is disabled; generation can take up to 30 minutes and can be cancelled. Cloud accounts, API access, pricing and free quotas are set by each provider.

Keep the app open for file imports and note generation. If an import is interrupted, reopen Record and choose Retry. Background audio supports microphone recording. System audio from other apps, cross-app floating subtitles and AI Search/MCP are Mac-only. The remaining instructions below describe the Mac workflow.

Mac

Pro Note Taker transcribes live speech and system audio, imports media files, translates transcripts, shows floating subtitles, and generates AI summaries on your Mac. Start here if you need help.

Quick Start

1. First launch. Choose the app language and complete the 5-step onboarding guide. You can replay the guide later from Settings; an API key is not required to finish onboarding.
2. Choose transcription. New installations use Apple Speech; existing choices are preserved. Bailian and Deepgram are optional cloud engines. Create a key in the Alibaba Cloud Model Studio console and add it under Settings → API Keys when you want cloud transcription. Without a key, live recording and file import use Apple Speech for the full recording.
3. Record or import. Choose Mic or System Audio, or import a supported media file. Pick the languages and start transcription. macOS asks for only the permissions needed by the selected workflow.

Apple Speech does not require an API key, but it may use Apple servers. Pro Note Taker asks for explicit Apple Speech cloud-processing consent before use. Apple Translation and available on-device Apple summaries remain local.

AI notes with your own models

1. Open Settings → AI Notes and choose Apple local notes, Ollama, OpenAI, Claude, a compatible server, or Bailian.
2. For Ollama, install and run Ollama, install a local Instruct or non-thinking model, then select Load Models and choose it. The default address is http://127.0.0.1:11434. Thinking is disabled; models that require thinking are not suitable. Each generation response can run for up to 30 minutes, with a 10-minute idle timeout. You can cancel at any time.
3. For OpenAI or Claude, enter your own API key and load or manually enter a text model ID. For compatible providers, also enter the HTTPS API base URL. Check model access and quota with the provider.
4. Open a saved transcript, choose AI Notes, select a style, and generate. Academic Summary and Exhaustive Notes are useful for lectures. Notes follow the selected source or translated text.

English systems use Pro Note Taker; Chinese systems use 速记达人. The interface follows the system by default and can be overridden in Settings → General. Existing language choices remain available.

Provider pricing and trial allowances change. Deepgram offers introductory credit; DeepL plans have different limits. No unlimited cloud transcription or AI generation is included. Review Deepgram pricing and DeepL API plans.

FAQ

What happens if a cloud feature has no API key?

Pro Note Taker does not send content to that BYOK provider. Without an API key, live transcription and file import use Apple Speech for the full recording. Apple Speech still requires an explicit consent prompt before audio can leave your Mac. You can cancel or choose another provider instead.

When does Pro Note Taker ask for cloud-processing consent?

Before the first request to each cloud-capable service, Pro Note Taker shows which service will receive audio or text. Consent is recorded separately for Apple Speech, Bailian transcription, Deepgram transcription, DeepL translation, Bailian/Qwen summaries, OpenAI, Anthropic, and configured AI servers. Use Settings to revoke all cloud-processing consent and require a new prompt.

Which engines support speaker diarization (who said what)?

Currently only Deepgram provides speaker labels in Pro Note Taker. Apple Speech and Bailian transcription do not distinguish speakers.

Which file formats can I import?

Compatibility depends on macOS AVFoundation support for the file's actual codec. Protected, encrypted, damaged, or mislabeled files may not import even when the extension is listed.

Where are my API keys stored?

Only in the macOS Keychain on your device. Pro Note Taker has no server of its own and does not receive your keys. The app sends a key only to the service you configure to authenticate requests.

Which cloud providers does Pro Note Taker use?

• Apple Speech — optional transcription that may use Apple servers; no API key, but explicit per-service consent is required
• Alibaba Cloud Bailian (DashScope) — optional transcription and summaries (Qwen models). Optional international regions available.
• Deepgram — optional transcription, with speaker labels
• DeepL — optional translation

Local processing options are Apple Translation and available on-device Apple summaries. Apple Speech may use Apple servers. Local records stay on your Mac.

How do I export a meeting?

Open a meeting and save it as text, SRT, Markdown, or a Word document (.docx). Word, WPS, and Pages can open the Word file. Pro Note Taker does not write the older binary .doc format.

How can another app search my meetings?

Settings → AI Search is off until you turn it on. It lets Cursor, Claude, or another app on this Mac read saved meetings through a local port. Copy the configuration from that page; the other app must present the token stored in your Keychain. The port accepts connections only from this Mac unless you turn on LAN access. Meetings are not uploaded to a server of ours. Details are in the Privacy Policy.

Troubleshooting

System Audio does not work

1. Open System Settings → Privacy & Security → Screen & System Audio Recording.
2. Enable Pro Note Taker (add it with + if missing).
3. Fully quit and relaunch Pro Note Taker.
4. Make sure another app is actually playing audio.

If you run Pro Note Taker from Xcode or Terminal instead of the packaged app, macOS may attach the permission to that host app instead.

A cloud feature fails while local features work

Usually one of: missing key, invalid key, network issue, or a provider-side error. Check Settings → API Keys, confirm the key with the provider's console, and try again.

Import feels stuck

Imports move through a queue (Prepare Media → Transcribe → Translate). Check the stage indicator in the Import Workspace. Without a cloud key, imports use Apple Speech. If a file fails, note its extension, actual codec if known, selected provider, and whether it was audio or video.

Where is the log file?

App Store Release builds do not create debug.log, do not emit Pro Note Taker diagnostic logs, and do not retain transcript fragments for debugging.

Sending a good support report

• macOS version and Mac model
• What you were doing (Mic / System Audio / Import)
• Which providers you selected
• The last visible error message and a screenshot if possible

Contact

Email: ftchftch@gmail.com