> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Fix voice and microphone problems

> Solve common microphone and speech issues so staff can still use the AI Assistant with the keyboard.

## What you will accomplish

You will fix—or work around—microphone problems so your team can keep using the AI Assistant without frustration.

If voice does not work on a computer, the **Type a message...** box at the bottom of the screen is a full replacement. You do not need a working microphone to get value from the assistant.

## When to use this guide

Use this guide when:

* The browser shows **Speech recognition error: not-allowed** or a similar message.
* Staff tap the microphone button and nothing happens.
* Voice mishears customer names and creates wrong lookups.
* You are on a shared front-desk computer where the microphone is turned off for privacy.

![AI Assistant start screen showing the microphone orb, suggestion chips, and Type a message field at the bottom](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-voice-type-fallback.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=cae9b8a33f39f67d1f948df777c08708)

*On the start screen, type in **Type a message...** at the bottom—no microphone needed. Inside an active chat, click the **keyboard** icon (**Type instead**) when you are in voice mode.*

## Before you start

* Confirm you are signed in as staff at [AI Assistant](https://www.carstoragesoftware.com/agent).
* Know whether this computer is allowed to use a microphone (some facilities disable it on purpose).
* Have the keyboard ready—the **Type a message...** box works on every computer.

## Fastest fix: type your question

**1. Open AI Assistant**

Click **AI Assistant** in the dashboard sidebar or open [AI Assistant](https://www.carstoragesoftware.com/agent).

**Expected result:** You see the start screen with a microphone orb, blue suggestion chips, and **Type a message...** at the bottom.

**2. Click in the text box**

On the **start screen**, click **Type a message...** at the bottom of the page and type your question.

If you are already inside an **active chat** and see a large microphone instead of a text box, click the small **keyboard** icon. The tooltip says **Type instead**.

**Why this matters:** The start screen always has a text box. **Type instead** is only the keyboard icon you use to switch out of voice mode during a chat.

**3. Send your question**

Press **Enter** or tap the send arrow.

**Expected result:** The assistant answers the same way it would for voice. Nothing is missing—you only changed how you sent the message.

> [!TIP]
>
> **When typing is better than voice**
>
> Use the keyboard for customer names, email addresses, license plates, and VINs. Voice is handy for quick questions like “What's on the schedule today?” when your device allows it.

## Allow the microphone in your browser

If your facility **wants** voice on this computer, try these steps in order.

**1. Click the microphone once on the start screen**

Open [AI Assistant](https://www.carstoragesoftware.com/agent). On the start screen, click the large round microphone button once.

**Why this matters:** The browser only shows the permission popup after you try to use the mic—not before.

**2. Look for the camera or microphone icon in the address bar**

After you click the microphone, your browser may show a small icon near the web address at the top of the window (next to **https\://** or a lock icon).

Click that icon and choose **Allow** microphone access for this site. The wording may say **Always allow** or **Allow while visiting the site**.

**Expected result:** The blocked icon changes to allowed. You may need to click the microphone in the assistant one more time.

**3. Refresh the page if nothing changed**

Press **F5** or click the browser refresh button.

Open [AI Assistant](https://www.carstoragesoftware.com/agent) again. Click the large microphone and speak a short test question such as **What's on the schedule today?**

**Expected result:** Your spoken words appear as text in the chat, then the assistant answers.

**4. Check system settings (if you manage this computer)**

On Windows or Mac, open system **Privacy** or **Security** settings and confirm the browser is allowed to use the microphone.

**Why this matters:** Some computers block all apps from the microphone until an admin turns it on. Shared front-desk PCs are often set this way on purpose.

![Active Agent chat with keyboard icon for Type instead and text input at the bottom](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-type-instead.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=79ac2952bf147e1d2eb641f358272e98)

*Inside an active chat, click the small **keyboard** icon (**Type instead**) when voice is blocked or when you need exact spelling. On the start screen, type directly in **Type a message...** at the bottom.*

**Expected result:** The assistant listens, shows your spoken words as text, and answers. If not, continue with the keyboard—that is normal on many shared workstations.

## Fix “Speech recognition error: not-allowed”

This message means the browser blocked the microphone. It is **not** a problem with your Car Storage Software account.

> [!NOTE]
>
> **What to do right now**
>
> 1. Type in **Type a message...** on the start screen (or click the **keyboard** icon in an active chat).
> 2. Continue your work with the keyboard.
> 3. Ask your manager or IT person later if this computer should allow the microphone.

> [!NOTE]
>
> **Shared front-desk computers**
>
> Many facilities intentionally block microphones on shared PCs to protect customer privacy. That is a good security choice. Train staff to type in **Type a message...** as the default on those machines.

## When voice hears the wrong words

Voice can mishear similar-sounding names.

**1. Stop and switch to typing**

Click the **keyboard** icon (**Type instead**) or edit the text before you send.

**2. Spell the exact name**

Example: **Look up Alex Morgan** — type the full name from [Contacts](https://www.carstoragesoftware.com/dashboard/contacts).

**3. Verify the answer**

Compare the assistant's result to the customer record before you tell the caller anything important.

## Stop a wrong question while the assistant is thinking

**1. Look for Thinking...**

After you send a message, the assistant may show **Thinking...** for a few seconds.

**2. Click the stop button**

A small **stop** square icon may appear near the microphone area. Click it to cancel that answer.

**3. Send a clearer message**

Type your question with the correct spelling in **Type a message...**.

![AI Assistant showing Thinking status with a stop button near the message area](https://mintcdn.com/carstoragesoftware/JR8mbbyqpigpoy1I/images/ai-assistant/ai-assistant-thinking-stop.webp?fit=max\&auto=format\&n=JR8mbbyqpigpoy1I\&q=85\&s=4d52e8052ef8343ffa061f7bdd920994)

*Thinking... is normal. Use the stop button if you sent the wrong question, then type a clearer follow-up.*

## Troubleshooting checklist

| Problem | Likely cause | What to try |
| - | - | - |
| Microphone button does nothing | Browser blocked access | Type in **Type a message...**, then allow mic in the address bar |
| Error: not-allowed | Site or computer blocked mic | Type in **Type a message...** (no mic needed) |
| Wrong customer in the answer | Voice misheard a name | Type the full name; verify in [Contacts](https://www.carstoragesoftware.com/dashboard/contacts) |
| No microphone on this PC | Hardware or policy | Use keyboard only; no fix required |
| Assistant worked yesterday, not today | Browser update or policy change | Refresh page; sign out and in; type in **Type a message...** |

## What to do next

* [Use the AI Assistant](/docs/ai-assistant/use-the-ai-assistant.md) — everyday questions with voice or keyboard.
* [Use the assistant during a customer call](/docs/ai-assistant/use-the-assistant-during-a-customer-call.md) — recommended typing workflow while on the phone.
* [Who can use the AI Assistant](/docs/ai-assistant/who-can-use-the-ai-assistant.md) — if the whole feature seems missing from the sidebar.


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