Voice to Text for Onboarding Specialists
Your job is guiding new customers to success, not typing endless documentation. Blurt lets you create welcome emails, setup guides, and progress updates just by talking. Hold a button, speak your thoughts, release. Text appears wherever your cursor is — in your CRM, email client, knowledge base, anywhere. No more copying and pasting template after template. No more losing momentum because documentation takes too long. Just talk and your words become text.
The Typing Problem
Writing personalized welcome emails for every new customer
A new customer just signed up and they deserve more than a generic template. You know their specific goals from the sales handoff, their company size, their use case. But typing out a personalized welcome email that references all of this? That's 15 minutes per customer. Multiply that by the 20 new accounts you're onboarding this week and you've lost an entire day to email drafting. So you fall back on templates that feel impersonal.
Creating customized setup guides and implementation plans
Every customer has different needs, different integrations, different timelines. The kickoff call revealed exactly what this customer needs to succeed. But translating that conversation into a written implementation plan takes an hour of typing, formatting, and organizing. You have three more kickoff calls today. So the setup guide ends up being the same generic PDF you send everyone, even though you know it doesn't quite fit.
Documenting progress updates after every check-in call
You just finished a 30-minute onboarding check-in. The customer completed two milestones, hit a blocker on the integration, and asked about advanced features. All of this needs to be logged in your CRM before you forget the details. But your next call starts in 10 minutes. Your fingers race across the keyboard but you can only capture the highlights. The nuances and specific concerns disappear into the void.
Building training documentation and how-to articles
Customers keep asking the same questions. You could explain the answer perfectly in a 2-minute conversation, but writing it out as a proper knowledge base article? That's 45 minutes of typing, adding screenshots, formatting headers. You have 15 common questions that need documentation. At this rate, the knowledge base will never be complete. So you keep answering the same questions individually, over and over.
Sending timely follow-ups without falling behind
Best practices say you should follow up within 24 hours of every onboarding milestone. But when you're juggling 30 active onboardings, each follow-up email takes 5-10 minutes to personalize. By the time you finish the documentation backlog, you're already late on follow-ups. The customers who need encouragement the most end up waiting the longest to hear from you.
How It Works
Blurt works in every app Onboarding Specialists use daily — Salesforce, Intercom, Zendesk, Gmail, Notion, Confluence. Anywhere you can put a cursor.
Hold your hotkey
Press your chosen shortcut. A small indicator shows Blurt is listening.
Talk naturally
Speak your welcome email, setup guide, or progress notes. Blurt handles punctuation.
Release and done
Text appears at your cursor. No copying, no pasting, no extra steps.
Real Scenarios
Personalized kickoff emails after sales handoff
A new customer just signed their contract. You have the sales notes about their goals, timeline, and key stakeholders. Hold your hotkey and speak: 'Hi Jennifer, welcome to the team. I'm thrilled to be your onboarding specialist for the next 30 days. Based on our notes from the sales process, I know your primary goal is reducing manual data entry by 60% before your Q2 audit. I've blocked time for our kickoff call this Thursday at 2pm. In the meantime, I'm attaching your personalized implementation roadmap.' Personal welcome email done in 30 seconds instead of 15 minutes of typing.
Creating onboarding checklists and milestones
Each new customer needs a clear roadmap of what success looks like. Instead of copying a generic template, hold your hotkey: 'Onboarding checklist for DataFlow Inc. Week one: complete account setup and user provisioning for their 12-person team. Week two: configure Salesforce integration with their specific field mappings. Week three: run first automated report and train power users. Week four: full team training session and go-live.' Custom milestone plan created in 45 seconds.
Post-check-in progress documentation
You just wrapped a 30-minute onboarding call with important updates. Before your next meeting, hold your hotkey: 'Progress update for Acme Corp, call with Marcus. Completed initial account setup successfully. Hit a blocker with SSO integration, their IT team needs to whitelist our domain. Marcus asked about the reporting module, scheduled a deep-dive for next Tuesday. Action items: send IT instructions today, prepare reporting demo for next call.' Full call notes captured in 30 seconds while everything is fresh.
Building knowledge base articles quickly
Customers keep asking how to set up the dashboard widget. You've explained it dozens of times. Hold your hotkey and document it once: 'How to configure your custom dashboard. Step one: navigate to Settings and select Dashboard from the left menu. Step two: click Add Widget and choose from the available options. Step three: drag widgets to arrange your layout. Step four: click the gear icon on any widget to customize its data source and display options. Your dashboard saves automatically.' Knowledge base article drafted in 60 seconds.
Sending milestone celebration messages
A customer just completed their first major milestone. They deserve recognition. Hold your hotkey: 'Congratulations on completing your first automated workflow. In just two weeks, you've already processed over 500 records without manual intervention. That's 12 hours of work your team didn't have to do. Your next milestone is setting up your first scheduled report, and based on your progress, I expect you'll hit that by end of week. Keep up the great work.' Personalized celebration sent in 20 seconds.
Internal handoff notes to customer success
Onboarding is complete and you're transitioning the account to long-term customer success. Hold your hotkey: 'Handoff notes for TechCorp. Primary contact is Sarah Chen, Director of Operations. She prefers afternoon calls and communicates mainly via Slack. Key success metrics they care about: processing time reduction and error rate. Watch out for their CFO who questions every renewal. They completed onboarding two days early and are already power users of the reporting module. Expansion opportunity: they mentioned wanting to roll out to their London office in Q2.' Complete context transferred in 60 seconds.
Quick Slack responses to customer questions
A customer pings you in Slack asking about next steps. Instead of typing a lengthy response, hold your hotkey: 'Great question. Your next step is completing the user provisioning for your remaining team members. I've attached the quick-start guide that walks through the process. Once you've added everyone, send me a message and I'll schedule our training session. Most customers complete this step in about 20 minutes.' Helpful response sent in 15 seconds, customer unblocked immediately.
Why Onboarding Specialists choose Blurt over built-in dictation
| Blurt | macOS Dictation | |
|---|---|---|
| Activation | Single hotkey, instant start | Click microphone icon or double-tap Fn |
| Speed | Text appears in under 500ms | 2-3 second delay before transcription |
| Reliability | Consistent accuracy across long sessions | Often fails silently or times out mid-dictation |
| Business vocabulary | Handles terms like SSO, API, onboarding, provisioning accurately | Struggles with technical and industry terminology |
| CRM compatibility | Works seamlessly in Salesforce, Intercom, Zendesk | Inconsistent behavior in web applications |
Frequently Asked Questions
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