What you can do
- Schedule a recording bot to join any Google Meet, Zoom, or Microsoft Teams call — immediately or at a set start time.
- Track recordings live with a KPI strip showing total recordings, meetings booked, talk time, and overall sentiment.
- Filter by status — All, Completed, Recording, Processing, Scheduled, Pending, Cancelled, or Failed.
- Search recordings by title, meeting URL, or host.
- Read the AI summary — executive summary, key points, decisions, next steps, and topics, with a sentiment chip and a CRM sync badge.
- Review the full transcript with speaker names and timestamps, then copy or download it as a
.txtfile. - See action items with priority, assignee, and due date pulled directly from the conversation.
- Browse chapters derived from speaker turns to jump to the moment you need.
- Control the bot — leave a live meeting early or cancel a scheduled one.
- Open the recording asset in a new tab when one is available.
How to schedule a recording bot
1
Open Meeting Recordings
Navigate to Communication → Meeting Recordings. You’ll see the KPI strip, status filters, and your list of existing recordings.
2
Click Schedule Bot
Click the Schedule Bot button in the top-right corner to open the scheduling panel.
3
Paste the meeting URL
Enter the link to your call. Salestools auto-detects the platform and shows a Google Meet detected, Zoom detected, or Microsoft Teams detected chip. Only these three platforms are supported.
4
Add details (optional)
Set a Meeting Title to make the recording easy to find later. Adjust the Bot Display Name if you’d prefer a different name from the default — this is what other participants see in the call. The default is Olivia - Meeting Assistant.
5
Set timing (optional)
Choose a Start Time and End Time if you want the bot to join at a specific time. Leave them empty to have the bot join as soon as the meeting starts.
6
Schedule it
Click Schedule Bot to confirm. The bot is added to your recordings list and the full recording flow begins automatically: the bot joins your meeting as a participant, the call is transcribed in real time, an AI summary with action items is generated, and everything syncs to your CRM.
How to review a completed recording
Once a recording’s status shows Completed, all five detail tabs are available. Click any row in the list to open the detail panel.Summary
The AI-generated executive summary including key points, decisions made, next steps, and topics discussed. A sentiment chip shows the overall call tone, and a green Synced to CRM badge confirms the summary has been pushed to your CRM. Use Copy all to grab everything at once.
Transcript
The full speaker-by-speaker transcript with timestamps. Chips show language detected, word count, and call duration. A Partial marker appears if the transcript is still being finalized. Use Copy or Download .txt to export.
Action Items
Every action item Sally extracted from the conversation, each with a priority pill (High / Medium / Low), an assignee, a due date, and a “Done” marker for items already completed.
Chapters
The conversation broken into navigable sections by speaker turn and topic, so you can jump directly to the moment you need without scrubbing through the full recording.
Open Recording
When a recording asset is available, click Open recording to view the video or audio file in a new tab.
Meeting summaries sync to your CRM automatically after each completed recording. The Synced to CRM badge on the Summary tab confirms the push was successful — no manual copy-paste required.
Reviewing step-by-step
1
Open a recording
Click any row in the recordings list. The detail panel opens on the Summary tab, showing meeting metadata, the timeline (created, scheduled start, bot joined, bot left), and participant names.
2
Read the AI summary
Review the executive summary, key points, decisions, and next steps on the Summary tab. Check the sentiment chip for the overall call tone and confirm the Synced to CRM badge is green.
3
Review the transcript
Switch to the Transcript tab for the full speaker-attributed transcript. Copy it or download it as a
.txt file if you need to share it outside Salestools.4
Check action items
Open the Action Items tab and review each extracted item. Confirm assignees and due dates are correct, and mark items done as your team completes them.
5
Browse chapters
Open the Chapters tab to scan the conversation by topic section. Click any chapter to jump to that point in the transcript or recording.
6
Open the recording
When a video or audio asset is available, click Open recording to view it in a new tab.
How to manage an active or scheduled bot
1
Refresh status
Active bots (joining, waiting, recording, or processing) update automatically every few seconds. To force a manual check, click the ↻ button on a specific row, or click Refresh in the header to reload the entire list.
2
Leave a live meeting
Open a recording with a status of Joining, Waiting, or Recording and click Leave meeting to pull the bot out of the call early.
3
Cancel a scheduled bot
Open a Pending or Scheduled recording and click Cancel meeting bot, then confirm the action. This cannot be undone.
Understanding the KPIs
The KPI strip at the top of the page reflects the recordings currently loaded based on your active status filter:- Total recordings — the count of recordings matching the current filter
- Meetings booked — bots that are currently scheduled or active in a call
- Talk time — the sum of recorded durations for completed meetings
- Sentiment — the most common sentiment reading across your recent completed meetings
KPIs change as you switch status filters. Set the filter to All to see totals across your entire recording history.
Troubleshooting
The summary or transcript says it's not ready yet.
The summary or transcript says it's not ready yet.
Summaries, transcripts, action items, and chapters are all generated after the recording finishes processing. If you open a recording that’s still in a Recording or Processing state, you’ll see a “not yet” message for each tab — check back once the status shows Completed.
The bot won't schedule — I see a URL validation error.
The bot won't schedule — I see a URL validation error.
The meeting URL must be a valid Google Meet, Zoom, or Microsoft Teams join link. Other platforms are not supported. Paste the full join URL (not just a meeting ID) and confirm the platform detection chip appears before clicking Schedule Bot.
No recordings appear in my list.
No recordings appear in my list.
If your list is empty, no bot has joined a meeting yet — or an active status filter is hiding rows. Click Schedule Bot to create your first recording, or set the status filter to All to see every recording regardless of status.
A recording's status looks stale or stuck.
A recording's status looks stale or stuck.
Use the row-level ↻ button to force-refresh a single recording’s status, or click Refresh in the header to reload the full list. If a recording stays in a failed state, check the meeting URL was valid and that the bot had permission to join.
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