Recall.ai + Excel Integration

The Problem with Getting Recall.ai Data Into Your Workbook

You run meetings through Zoom, Google Meet, and Teams. Recall.ai handles the recording, the transcription, the artifact storage. Now you need to work with that data at scale: pull transcripts for a batch of recordings, track bot statuses across a workspace, reconcile billing by week, build speaker timeline tables for a coaching review.

The Recall.ai dashboard shows you individual recordings. It does not give you a bulk view, a duration-by-rep table, or a weekly cost breakdown. For any analytical or recurring operation, you need a spreadsheet. Getting Recall.ai data into an Excel workbook adds a layer of friction because Excel does not have a native Recall.ai connector and the API is not approachable without code.

Below are the four ways people typically pull Recall.ai data into Excel. Only the last one handles the real work.

Method 1: Log Into Recall.ai and Copy Data by Hand

The default. Open the dashboard, find the recording, copy the transcript, switch to Excel, paste. Repeat. For one recording that is manageable. For twenty bot IDs from last week's interview series, that is forty minutes of clicking before you can even start the analysis.

When this works:

• You need data for one or two recordings
• It is a one-off pull, not recurring
• The data you need is on the dashboard without deeper API calls

When it breaks:

• More than five recordings to process
• You need artifact URLs, per-speaker audio links, participant event timestamps — data the dashboard does not surface
• A recurring weekly pull where someone has to run the same process again next week
• Any situation where a different person has to do the pull when you are out

The real problem is that Recall.ai's value is its API. The per-speaker audio download URLs, the screenshot capture list, the participant join and leave events, the billing usage seconds — all of this lives in the API. Getting it into Excel by hand means writing API calls yourself and doing the JSON parsing and column mapping manually.

Method 2: Use Power Automate to Sync When a Bot Finishes

Power Automate is the natural fit if your Excel files live on OneDrive or SharePoint. You configure a flow that listens for Recall.ai webhook events and when a bot transitions to "done," the flow fetches the transcript and appends a row to your workbook.

This works for event-driven moments:

• Bot finishes → write transcript row to workbook
• Bot created → log bot ID and meeting URL
• Bot fails → send a Teams notification

This fails for analytical or batch work:

• Pulling data retroactively for recordings that predate the flow setup
• Anything that aggregates: total bot-minutes per rep, average call length per week
• Any analysis that joins data from two Recall.ai endpoints in the same row
• Historical reconciliation of billing usage across a quarter

Power Automate fires on new events. It does not process the backlog of fifty recordings from last month. The cost also climbs fast when you chain multiple API calls per event across a large volume of bots.

Method 3: The Previous Generation — API Connector Add-Ins

Until recently, the best option for scheduled Recall.ai data pulls into Excel was a category of API connector add-ins. You configured the endpoint, mapped the response fields to workbook columns, and scheduled a refresh.

That was a real step up from copy and paste. The column mapping was consistent, the schedule ran without manual intervention, and you did not have to touch the API documentation yourself once the mapping was set up.

But you were still responsible for the endpoint configuration, the authentication, the pagination logic, and the conditional filtering. The moment you needed a field from a different endpoint — say, participant events alongside the transcript — you had to build a second connector and figure out how to join the rows yourself. And when the workbook structure changed, someone had to go back in and remap the whole thing.

This is the category we think of as the previous generation. It worked, but it asked a lot of the operator.

The Easy Way: Using SheetXAI in Excel

There is a different way entirely. SheetXAI is an AI agent that lives inside your Excel workbook, both on Excel for the web and Excel desktop. It reads the workbook, understands the data you already have, and through its built-in Recall.ai integration it can fetch transcripts, pull metadata, log artifact URLs, and build tables — all from a single prompt. No endpoint configuration, no column mapping, no authentication setup.

Example 1: Your Bot IDs Are Already in the Workbook

You have 20 bot IDs in column A of the Recordings tab from last week's interview sessions.

For each bot ID in column A of the Recordings tab, fetch the Recall.ai transcript and write the full text into column B.

SheetXAI reads the column, calls the Recall.ai API for each bot ID, and writes each transcript into the adjacent cell. The workbook is ready for analysis without logging into Recall.ai once.

Example 2: Your Meeting URLs Are in the Workbook and You Need Everything

You have meeting URLs in the Calls tab and want the full pipeline in one shot.

For every meeting URL in column A of the Calls tab, dispatch a Recall.ai recording bot and write the bot ID into column B. Then fetch the meeting title and participant count and write them into columns C and D.

SheetXAI handles the dispatch and the metadata pull end to end. One prompt, with the workbook tracking state throughout.

Which Method Should You Use

For a single recording where you just need the transcript, logging in and copying is fine. For event-driven work where new bots should automatically write a row to a workbook, Power Automate is a reasonable fit.

For batch work — pulling transcripts across a backlog, building speaker timelines, auditing workspace bot statuses, reconciling billing usage by week — SheetXAI is the only option that does it in one prompt without configuration. It reads what is already in the workbook and figures out the API calls from there.

If you run this kind of analysis weekly, the time saved on the second run pays back the setup of the first.

Try It

Get the 7-day free trial of SheetXAI and open any workbook with Recall.ai bot IDs or meeting URLs, then ask it to pull the data you need. The Recall.ai integration is included in every SheetXAI plan.

For specific workflows, see how to bulk-launch recording bots from a workbook, how to pull transcripts in bulk, or browse the full integrations directory.