Sync across devices
Paid plans can keep notes, dictionary, modes, settings, and encrypted provider keys aligned across devices. Sync is license-gated (Pro and Trial — leftover Max keys still count as paid). Manage it under Account → Sync: turn on, pause automatic sync, sync now, or reset the cloud copy.
What syncs
| Bucket | Contents |
|---|---|
| entries | Notes and related workspace entries |
| dictionary | Custom dictionary words |
| modes | Dictation profiles and their settings. Auto-activate app lists on a profile are per OS (Windows / macOS / Linux). Each computer only matches apps for its OS. |
| settings | App preferences that travel with the workspace. Keyboard shortcuts stay on this computer (they differ by OS) |
| provider_keys | API keys — encrypted on the device before upload |
Last write wins on each item's timestamp. Audio, raw history blobs beyond synced entries, and local-only secrets that are not in these buckets stay on the device.
Kalam encrypts provider_keys with an account-scoped secret on your device. Servers store ciphertext; BYOK keys are not sent in the clear. See BYOK providers.
Enable, pause, and sync now
- Sign in and ensure you have an active paid plan (Account → Plan).
- Open Account → Sync.
- Click Turn on to enable sync for this device.
- Use Sync now anytime to push/pull immediately.
- Click Pause to stop automatic sync while keeping Sync now available; Resume restores automatic sync.
- Click Turn off when you want this device to stop syncing entirely.
Unpaid accounts see a note that sync requires Pro or a trial. Profile and plan details: Account.
Restore on a fresh install
On a new install that already has cloud sync data, the first time you enable sync Kalam asks whether to restore your cloud configuration or start fresh — instead of silently overwriting the cloud copy with factory defaults.
- Choose what to restore. A dialog lists each bucket with a count and a preview (for example, dictation-profile names). Tick the buckets you want — dictation profiles, settings, dictionary, notes & tasks, and API keys — or restore all. Restoring settings applies workspace preferences, not keyboard shortcuts (those stay on this computer).
- Start fresh keeps your cloud data intact and uploads this device's local defaults. Nothing on the server is deleted.
- If there's no cloud data yet, sync simply turns on with no prompt.
This choice is per install. Restoring merges the selected buckets into the local device; anything you skip keeps its local state.
Reset cloud sync data
- On Account → Sync, open Advanced.
- Choose Reset cloud data.
- Confirm. The server copy is cleared; local data on this device is unchanged.
After a reset, the next sync uploads from devices that still have local data — coordinate if multiple machines are linked.
Data retention
Kalam doesn't keep sync data forever:
- Deleted items (tombstones) are permanently removed after 90 days.
- If an account has had no active paid plan for 180 days, its synced data is purged.
Deleting your account removes sync data immediately.
Sync needs a valid paid license on the device. Free signed-in accounts can use other account features but not this sync pipeline.