Call recording
Call recording has a tab of its own: Settings › Calls. It holds two cards, one per channel: Call recording (the Recall.ai bot that joins the calls in your Agenda) and Chrome extension (the closer recording from their own browser). Here you set the key, the webhook, the consent acknowledgement, automatic recording, the bot name and camera frame, the language for transcript and notes, how long videos are kept, and you see how much storage you are using.
From the Professional plan up. On lower plans the card is visible but locked, with the upgrade link. The bot name and camera frame are Enterprise instead: on other plans the bot joins as “SalesControl Notetaker” with our frame.
Until September 2026 it lived inside Integrations. It now has its own tab, Calls, next to Integrations: the “Calendars and calls” group in Integrations is only about where appointments come from. A few error messages in the app still quote the old path.
Before you start: the AI keys
The bot records, but transcript and notes are produced by the AI providers with the agency’s keys, in the AI keys card under Settings › Integrations (no longer in this same tab). Transcription is Deepgram only: OpenAI is no longer offered as a transcriber because it accepts files up to 25 MB, far too small for a call. For the notes you need an Anthropic or OpenAI key. Without keys the video is still recorded and saved, but transcript and notes show as “not run”. See Your agency’s AI keys.
Step 1 — The Recall.ai key
- Create an account on Recall.ai choosing the EU region (call data stays in Europe; SalesControl only talks to the EU region: a US-region key is rejected as invalid).
- In the Recall dashboard generate an API key and paste it into the card. SalesControl checks it right away with a test call, then stores it encrypted: it is never shown again, you only see the last digits.
- Recall.ai costs (per hour recorded) are borne by the agency, on its own account.
Step 2 — The webhook (mandatory)
- Once the key is saved, the card shows SalesControl’s webhook URL, with a Required badge next to it. Copy it.
- In the Recall.ai dashboard (EU region) go to Developers › Webhooks, add an endpoint with that URL and subscribe to the bot.* and recording.done events.
- From then on Recall notifies SalesControl at every status change (bot joined, in waiting room, recording, call ended) and processing starts as soon as the video is ready.
Until Recall has called that address at least once the card says “Webhook never received: the first recording will verify it”; when the first call arrives the badge turns green with the date.
Recall delivers status changes only to the workspace webhook: there is no per-bot notice. Without it, “the notetaker is in the waiting room” is discovered by the periodic check up to five minutes later, on a waiting window of twenty minutes that is billed anyway: the call is not recorded and the wait is still charged to the agency. That is why, after the first recording, without a verified webhook new recordings stop and the card says so.
Regenerate creates a new URL and invalidates the previous one immediately: afterwards, update the endpoint on Recall, or recordings stop again.
Step 3 — The consent acknowledgement
Recording a call means processing the voice and image of the participants: the agency is the controller of this data and must inform participants and collect consent where the law of its country requires it. The card asks the admin to acknowledge this once: without this checkbox no bot starts, neither automatic nor manual. Who gave it, and when, is kept on record. Practical tip: have every closer open the call with something like “this call is being recorded to take notes, is that okay with you?”: the notes flag whether consent was declared out loud.
The settings
- Automatic recording — on: every confirmed appointment with a video link is booked on its own about two hours before; off: recording happens only when someone presses Record this call on the chip in the Agenda. Either way a single appointment can be an exception (Don’t record / Record this call).
- Apply notes to the lead without confirmation — at the end of the call the AI writes the outcome, the next contact date and the note on the lead page by itself. Always editable by hand afterwards.
- Bot name — the name it joins the video call with, visible to everyone. Default “Agency name Notetaker”. Enterprise only: on other plans the name is “SalesControl Notetaker”.
- Language — the language of transcript and notes. If empty, the agency’s default language applies.
- Video retention — 30 to 365 days (default 365). On expiry video and audio are deleted; transcript and notes stay. Recordings locked with the padlock never expire.
Changes apply to later bookings: a call already booked keeps the settings of that moment.
Bot frame in calls
The bot has no camera: it broadcasts a still image, the one participants see in its tile and, before that, in the admission request. On the Enterprise plan you choose it, between two options that already show a preview of what the bot will actually use:
- The agency square logo — generated from the square logo uploaded in General › Agency. To change it, re-upload the logo there. If you have not uploaded one yet, the card says so and the bot uses the SalesControl frame.
- Another image — any image uploaded here on purpose: it is cropped to 16:9 and resized to 1280×720 as JPEG, the only format the bot accepts. Until you upload one the logo applies; Remove goes back to it.
A new frame applies from the next call on. On plans other than Enterprise the card simply shows the SalesControl frame — like the custom logo in the app, it is all on the same gate.
Storage and quota
The Storage bar shows how much space saved videos and audio take compared to the plan quota: 750 GB on Professional, 2,200 GB on Enterprise. When a new recording does not fit, SalesControl frees space on its own by deleting the oldest unlocked videos (transcript and notes stay); if even that is not enough, the new video is not saved and the card shows a red warning. Locked recordings can take up at most 80% of the quota: beyond that, locking is refused. The count refreshes every 5 minutes.
If the bar reports “storage not configured”, the issue is not on your agency’s side: the video archive belongs to the platform. In that case the bot records and transcript and notes are produced, but videos are not kept. Write to us from the support chat.
When the bot leaves the call
The bot leaves on its own when no person is left in the meeting. It really only counts people: if other notetakers stay inside — yours and another agency’s, say — it recognises them as bots and leaves anyway after half a minute, instead of sitting in a room of robots burning billed minutes. Detection only starts two minutes after joining, so it does not fire while people are still arriving.
If the bot is not admitted
When nobody opens the door, the bot stays in the waiting room and the window is billed all the same. Two things make this visible:
- The Notetaker waiting to be let in notification fires as soon as Recall reports the waiting room. It is born on for push for closer and admin — a deliberate exception: a warning that is worth twenty minutes is read on a phone, not in an inbox, which is why email is born off. It needs the webhook configured: that is what makes it arrive in time.
- If the call ends without the bot ever joining, the recording is closed as Failed with the reason “Nobody let the notetaker into the call”, instead of being retried forever. The other two possible reasons are “The notetaker could not join the call” and “The notetaker joined but could not record”.
In the Agenda, appointments the bot could never record carry the No link chip: there is no video-call address to show up at. The other chip states are Planned, Bot joining, In waiting room, Recording, Processing, Ready, Failed, Cancelled, Not planned and Record from browser.
The Chrome extension card
The second card in the Calls tab governs the alternative channel: the closer recording from their own browser when the bot cannot join (restricted meetings, a host who will not admit it, impromptu calls). The file goes into the same pipeline: storage, transcript, notes, note in the lead file.
- Allow recording from the Chrome extension — on by default. Off: closers see the warning on the Extension page, the button in Meet does not appear and every start is refused; the bot carries on as before.
- What it records — The closer chooses (video, around 500 MB per hour, or audio only, around 30 MB) or Audio only for everyone: the popup no longer offers the choice and every extension recording is audio only. Transcript and notes are identical either way. The bot is unaffected.
- Installation — every closer installs and links it from My profile › Chrome extension. A Chromium browser is required (Chrome, Edge or Brave), on a computer.
- Who is using it — a table with closer, number of recordings, last one and extension version over the last 30 days: useful to see who actually installed it.
The two controls that appear in the Meet bar — the Record circle and the Send contract pill — work from extension version 1.3.1: in earlier versions they never showed up in a real meeting. If a closer cannot see them, check the version column in this table, have them update the extension and then reload the meeting tab.
The two channels never overlap: where the bot is expected, the button in Meet does not appear and a start from the extension is refused. The three possible setups are bot only (Recall key, extension off), extension only (no Recall key) and both. For the closer’s point of view see Recording from the browser.
Who sees the recordings
Admins and Sales Managers see everything (the Sales Manager their own team); a closer sees only the calls they are the closer of. Recordings open from the chip in the Agenda, from the Recordings list and from the Recorded calls cards in the lead file and on the client page. Only the admin can delete a recording (video, audio, transcript and notes, permanently).
The notifications
Two types, both under Settings › Notifications › Leads and agenda:
- Call notes ready — transcript and notes are available. By default it reaches the closer on push; you can add Sales Managers and admins and turn on email.
- Notetaker waiting to be let in — the bot is at the door and nobody has let it in. Push on by default for closer and admin, email off.
Disconnecting
Delete the Recall.ai key from the card: future calls are no longer booked, bots already scheduled are cancelled and existing recordings stay visible until they expire or you delete them. Remember to remove the webhook endpoint from the Recall dashboard as well.