📱 MANAGER PHONE SETUP

Android Phone Configuration for Automatic Media Sync

🎯 What This Does

Your Android phone will automatically sync all photos, videos, and audio recordings to your business cloud folder with AI-powered transcription. Everything you capture on-site instantly becomes available to your VA team for processing and organization.

1

Google Account Setup

Create your business-specific account

  1. Create Gmail: Use format: manager-yourname@businessdomain.com
  2. Factory Reset Phone: Settings → System → Reset options → Erase all data
  3. Initial Setup: Sign in with your new business Gmail during phone setup
  4. Skip Optional: Skip personal recovery options (this is business-only)
  5. Verify: Check Settings → Accounts to confirm correct account is primary
2

Google Photos Backup

Enable automatic photo and video sync

  1. Open Google Photos App: Pre-installed on Android
  2. Navigate: Tap profile icon → Photos settings → Backup
  3. Enable Backup: Turn ON "Backup & sync"
  4. Upload Size: Select "Original quality" (not compressed)
  5. Mobile Data: Enable "Use mobile data to back up" for instant sync
  6. Folders to Backup: Select Camera, Screenshots, Screen recordings
  7. Verify: Take a test photo and check it appears in Google Photos within 1 minute
3

Google Drive Folder Structure

Organize your cloud storage

Your IT admin will create this structure and share with you:

📁 [Business Name]
📁 Managers
📁 [Your Name]
📁 Photos ← Camera photos auto-sync here
📁 Videos ← Video recordings auto-sync here
📁 Audio ← Voice recordings auto-sync here
📁 Transcripts ← AI transcripts appear here
  1. Install Google Drive App: Download from Play Store if not installed
  2. Sign In: Use your business Gmail account
  3. Find Your Folder: Navigate to "Shared with me" to find your folder
  4. Make Available Offline: Long-press your folder → "Available offline"
4

Voice Recorder Setup

Configure audio recording with transcription

  1. Install Google Recorder: Download from Play Store (it's free)
  2. Open Recorder App: Grant microphone permissions when prompted
  3. Enable Transcription: Settings → Turn ON "Transcribe"
  4. Auto-Save Location: Settings → "Save to" → Select your Audio folder in Drive
  5. Audio Quality: Settings → Recording quality → "High"
  6. Test Recording: Record 30 seconds of speech, verify transcription appears
  7. Check Drive: Confirm recording and transcript saved to your Audio folder
5

Camera Configuration

Optimize photo and video settings

  1. Open Camera App: Default Android camera
  2. Video Resolution: Settings → Video size → Select "1080p" minimum
  3. Enable Location: Settings → Turn ON "Save location" for geotagging
  4. Photo Quality: Settings → Picture quality → "High"
  5. Storage Management: Settings → Storage → Auto-delete after 7 days (keeps phone space free)
  6. Quick Access: Add camera shortcut to home screen for fast access
  7. Lock Screen: Enable "Double-press power for camera" for instant access

📲 What You Can Capture

📷

Photos

Site conditions, progress updates, issues, materials, team activities. Auto-syncs instantly to cloud.

🎥

Videos

Walkthrough tours, problem demonstrations, equipment operation, safety concerns. Transcribed automatically.

🎤

Audio Notes

Quick voice memos, site reports, instructions, observations. Converted to text transcripts.

💡 Pro Tips for Managers

  • Connectivity: Photos sync over cellular data. You don't need WiFi for instant backup.
  • Battery Life: Keep a portable charger on-site. Auto-sync uses battery throughout the day.
  • Storage Space: Phone keeps photos for 7 days then auto-deletes. Everything is safely in cloud.
  • Organization: Use voice notes to describe photos as you take them. Makes VA processing easier.
  • Timestamps: All media is automatically timestamped and geotagged for easy tracking.
  • Privacy: This is your business phone. Keep personal photos on a separate device.
  • Testing: Do a full test before going live: photo, video, voice note. Verify all appear in Drive.