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Learn how to record calls and generate AI-powered summaries through practical, step-by-step examples.

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Example 1: Automatic Recording with Calendar Integration

Scenario: Automatically record all customer calls scheduled on your calendar
1

Connect Your Calendar

  1. Go to Settings > Integrations
  2. Click Google Calendar or Outlook
  3. Click “Connect” and authorize BuildBetter
  4. Your calendar is now connected
2

Set Up Recording Rules

  1. Go to Settings > Organization > Bot Recording Rules
  2. Click “Create Rule”
  3. Configure rule:
    • Type: Attendee’s Email
    • Condition: is
    • Value: @customerdomain.com
  4. Click Save
3

Verify Upcoming Calls

  1. Go to Home page
  2. Check “Upcoming Calls” section
  3. See scheduled meetings that will be recorded
  4. Toggle recording on/off for specific events if needed
4

Bot Joins Automatically

When the meeting starts:
  • BuildBetter bot joins as a participant
  • Recording begins automatically
  • Real-time transcription runs
5

Access Summary After Meeting

After the call ends (10-15 minutes):
  • Check your email for summary (if notifications enabled)
  • Or go to Recordings section
  • Open the call to view full summary
Use recording rules to automate which meetings get recorded. Create rules for customer-facing calls while excluding internal standups.
Scenario: Record an ad-hoc call that wasn’t scheduled on your calendar
1

Get Meeting Link

Copy the Zoom, Google Meet, or Teams link from your invite
2

Join Call Manually

  1. In BuildBetter, click Upload or Record button
  2. Select “Join Call”
  3. Paste the meeting URL
  4. Set privacy (Workspace or Participants)
  5. Click “Join Meeting”
3

Bot Joins Meeting

  • Bot appears as “BuildBetter” in participant list
  • Recording starts when call begins
  • Continue your meeting normally
4

View Summary

After the call:
  • Recording processes automatically
  • Check Recordings section for the call
  • Open to view AI-generated summary

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Example 3: Upload Existing Recording

Scenario: You have a recording from another tool and want BuildBetter to analyze it
1

Access Upload

  1. Go to Recordings section
  2. Click Upload button
2

Select File

  • Drag and drop your file (MP4, MP3, MOV, WAV, etc.)
  • Or click to browse and select
  • File size limit: 5GB
3

Add Details

Fill in:
  • Title: Meeting name
  • Date: When the call occurred
  • Participants: Add names/emails (optional)
  • Privacy: Workspace or Participants
4

Upload and Process

  • Click “Upload”
  • Processing starts automatically
  • Wait 10-30 minutes depending on file size
5

Access Summary

Once processing completes:
  • Find recording in your list
  • Open to view transcript and summary

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Example 4: Regenerating Summaries with Custom Focus

Scenario: The default summary doesn’t emphasize what you need - regenerate with specific focus
1

Open Call

Navigate to the recording in your Recordings list
2

Access Summary Tab

Click the “Summary” tab to view current summary
3

Regenerate

  1. Click the Regenerate icon/button
  2. In the dialog, add specific instructions:
    • “Focus on technical requirements and API needs”
    • “Emphasize pricing concerns and budget discussion”
    • “Extract all action items with owners”
  3. Click “Regenerate Summary”
4

Review New Summary

  • Wait 30-60 seconds for regeneration
  • Review the new summary with your specified focus
  • Repeat if needed with different instructions
Regeneration uses the same transcript but applies your custom focus to generate more targeted summaries.

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Example 5: Weekly Summary of All Customer Calls

Scenario: Get a weekly digest of all customer conversations
1

Create Scheduled Task

  1. Go to Settings > Account > Scheduled Tasks
  2. Click “Create New Task”
2

Configure Task

  • Name: “Weekly Customer Calls Summary”
  • Instructions: “Summarize all customer calls from the past week. Include key feature requests, pain points, and action items. Group by customer account.”
  • Schedule: Weekly, Monday at 9 AM
  • Timezone: Your timezone
3

Save and Activate

  • Click Save
  • Task runs automatically every Monday at 9 AM
4

Review Results

Every Monday:
  • Check Chat section
  • Find thread named “Weekly Customer Calls Summary”
  • Review AI-generated analysis
  • Ask follow-up questions in the chat if needed

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Best Practices

Test your recording setup: Do a test meeting before important calls
Use recording rules: Automate which meetings get recorded
Assign speakers: Label unknown speakers for accurate attribution
Regenerate when needed: Use custom focus for targeted summaries
Organize with folders: Create collections for different meeting types

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Common Use Cases

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Sales Calls

  • Record all prospect meetings automatically
  • Generate summaries with focus on pain points and objections
  • Track competitive mentions across calls

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Customer Success

  • Record quarterly business reviews
  • Summarize health check conversations
  • Track customer satisfaction and risk signals

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Product Research

  • Upload user interview recordings
  • Generate summaries focused on feature requests
  • Extract quotes for documentation

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Team Meetings

  • Record sprint planning and retrospectives
  • Generate summaries with action items
  • Track decisions and blockers
Always notify participants when recording. Check compliance requirements for your industry and region.
For more details on recording methods, see Recording Methods.