What happens when I record a session?

Open Run Playbook on a session and the recording starts on its own — a red Recording state sits in the header, and there is no record button to find. The first time, your phone asks for the microphone and for speech recognition; say yes to both. (Decline the microphone and nothing is recorded; decline speech recognition and the audio is kept but not transcribed.)

When you end the run

Tap End Run. The screen closes and the phone gets to work:

1. Transcribing. The audio is turned into text on the phone. On phones that support on-device speech recognition the audio never leaves the phone; on older phones Apple’s speech service does the transcription.
2. Summarizing. When the transcript is ready, Apple Intelligence writes a short session summary — no tap needed. On a phone without Apple Intelligence, Team Assist writes a plain summary itself and says so.
3. Pulling each athlete’s notes. Apple Intelligence reads the transcript once more and picks out what you said about each athlete on the session — the athletes on the session plus the athletes on its teams. Names are matched to your roster: full names, first names, and common short forms (“Mike” for Michael). If two athletes share a first name, Team Assist does not guess — the name goes on a Names to check list, along with anyone you mentioned who is not on the roster.

This takes a minute or two. If you open the run again in the meantime, the Session Summary line tells you where it is (“Summarizing with Apple Intelligence…”, then “Summary ready… Notes for 2 athletes.”).

Where it lands

Open the session. A Recording section shows:

• the status — Draft — trainer only, not shared until you act on it;
• the summary;
• a block for each athlete with what was said about them;
• Names to check, if any;
• when it was generated, and whether Apple Intelligence or the phone wrote it.

Edit opens the summary and every athlete’s notes so you can fix anything before anyone else sees it. Edits stay trainer-only.

Approving

Tap Approve and share with families. Two things happen:

• the summary is shared with the connected families of the athletes on the session, through the same sharing Team Assist already uses for session summaries;
• each athlete’s notes are written onto that athlete’s record as a note dated to the session — “Recording note — Tuesday Skills, Sep 18, 2026” — so the athlete’s page carries what you said, once.

Until you approve, nothing from the recording reaches a family. Approving is per recording; a second tap never writes the athlete notes twice.

Privacy

• The audio never leaves your phone. It is not uploaded, synced or shared.
• The transcript, summary and notes are your Team Assist records. They belong to you like the rest of your data, and only the approved summary is ever shared — and only with families connected to the athletes on that session.
• Apple Intelligence runs on the phone. The transcript is not sent to a server to be summarized.

For the full picture, see what happens to my data.