Call recordings
A bot joins the sales calls in your Agenda (Meet, Zoom, Teams), records them and, when the call ends, leaves you the video, the transcript with who said what and structured notes: outcome, objections, budget, next step. The notes land in the lead’s file on their own, as a draft to review, and the closer gets a notification when they are ready.
From the Professional plan up. The admin must first set the feature up in Admin › Integrations › Call recording (Recall.ai key, consent acknowledgement and AI keys): until something is missing, the chip in the Agenda tells you.
The Recording chip in the Agenda
Every appointment card with a video call link shows the Recording chip, in one of these states:
- Not planned — no bot scheduled for this call.
- Planned — the bot is booked and will join at the appointment time.
- Bot joining and In waiting room — the bot is entering; if the platform holds it in the waiting room, admit it like any guest.
- Recording — it is recording.
- Processing — the call is over: video, transcript and notes are being saved.
- Ready — everything available: Open recording takes you to the page.
- Failed — something went wrong (bot not admitted, expired link, missing keys): the page shows why and, where it makes sense, Retry processing.
From the chip you decide call by call: Record this call books the bot even if automatic recording is off; Don’t record excludes the appointment even if it is on; Follow the automatic setting removes the exception. If the admin has turned on automatic recording, every confirmed appointment with a video link is booked on its own about two hours before it starts.
What happens during the call
- One minute before the start the bot joins the video call under the name chosen by the agency (by default “Agency name Notetaker”). If the call started less than 30 minutes ago it joins anyway; beyond that it is no longer booked.
- If you edit the appointment and change the time or the link, the booked bot is cancelled right away and rebooked on the new details within a few minutes. If you change the closer only, the bot stays where it is and follows. If you cancel the appointment, the bot is cancelled immediately.
- When the call ends the bot leaves and processing starts: usually a few minutes, a bit longer for long calls. When notes and transcript are ready the Call notes ready notification goes out (by default to the closer, on push).
The recording page
It opens from the Recordings entry in the sidebar — the Sales group, between Agenda and Contracts — from Open recording in the chip, from the link at the top of the Agenda, or from the Recorded calls card in the lead’s file and on the client page. At the top the video player (or audio only, if the video is not available); below, three tabs:
- Notes — the structured summary: Summary, Outcome (Interested, Follow up, Lost, Closed, Unclear), Key points, Objections with the original quote, Budget, Decision makers, Prospect questions and closer questions, Next step with the proposed date, Actions and Consent declared (yes / no / not detectable). The notes never make things up: every statement is anchored to what was said.
- Transcript — line by line, with the speaker and the time: click a line and the video jumps to that point.
- Participants — who joined and left, and when.
On the right, the details: lead or client, closer, date, duration, outcome, language, video expiry and the Open lead / Open client buttons.
If the call belonged to a lead, an entry with the AI draft — to review badge also shows up in their notes history: the same call told in the format of the follow-up dialog (outcome, what came up, what changed, next step). The Review button reopens that dialog already filled in and, on save, updates that same note — see The AI-Written Note Draft. The richer sections (Summary, Key points, Objections) stay here, on the recording page. The note of a call attached to a client with no lead is final from the start instead.
Who sees what
Admins and Sales Managers see every recording (the Sales Manager those of their team); a closer sees only the calls where they are the closer of the appointment. Calls made with Record call from the lead detail page (Phone badge) are also visible to that lead’s setter and closer, besides whoever recorded them. The same rule applies to the list, the cards and direct links: a recording that is not yours does not open.
Locking a recording
With the padlock (Lock) a recording is excluded both from automatic expiry and from the clean-up that frees space: the video stays until you unlock or delete it. The admin or the owning closer can do it. Locked recordings can take up at most 80% of the agency’s storage: beyond that, locking is refused until you unlock another one.
When the video disappears
- Expiry: the admin chooses how many days videos are kept (30 to 365). On expiry the video and audio are deleted; the page shows “Video expired” but transcript and notes stay readable.
- Quota exceeded: each plan has a maximum archive (750 GB Professional, 2,200 GB Enterprise). If a new recording does not fit, the oldest unlocked videos are removed first; if that is not enough, the new video is not saved (“Quota exceeded”), but transcript and notes are generated anyway.
- Deleted: the admin can delete a recording entirely (video, audio, transcript and notes). This cannot be undone.
If something is missing
- Recall.ai key not configured or consent missing: no bot starts, the chip says so. The admin is needed.
- AI keys not configured: the video is recorded, but transcript and notes show as “not run”. Transcription requires a Deepgram key (the only transcriber: OpenAI has a 25 MB per-file limit), the notes an Anthropic or OpenAI key.
- Storage not configured by the platform: the video is not saved, but transcript and notes are.
- Failed during processing: Retry processing restarts from the step that failed, without redoing the completed ones.
Recording a conversation requires informing the participants and, where the law provides, their consent. The bot joins under a name visible to everyone, but the notice is the agency’s responsibility: say it at the start of the call. The notes flag whether consent was declared out loud.