The Scenario
You are an EA supporting three executives. Every Sunday night you prepare the week ahead: a clean list of every meeting on the calendar for Monday through Sunday, with platform, URL, and whether a Recall.ai bot is already assigned.
Without this list, executives arrive at a call and find out mid-meeting that nobody set up recording. Then they ask you why.
The bad version of Sunday night:
- You open each executive's calendar and note meetings, video platforms, and URLs
- You cross-reference each URL against the Recall.ai dashboard to check bot assignment
- You paste everything into a shared workbook by hand
- You misread one calendar entry and record the wrong time zone
- Monday 9 AM: the CEO's board observer call has no bot. You find out at 9:45.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads your Recall.ai connected calendars and dumps the upcoming events directly into the workbook.
Open the SheetXAI sidebar and type:
List all upcoming Recall.ai calendar events for the next 7 days and write meeting title, platform, URL, and bot status into my workbook. One row per meeting, starting at row 1.
SheetXAI calls the Recall.ai calendar events endpoint, retrieves the next 7 days of meetings, and writes each one into a row. Sunday night prep: done in under a minute.
What You Get
A 7-day meeting audit table:
- Column A — meeting title
- Column B — video platform (Zoom, Google Meet, Teams)
- Column C — meeting URL
- Column D — bot assignment status (assigned / not assigned)
Every meeting without a bot shows up immediately. You can sort column D and dispatch bots for the unassigned ones before Monday morning.
What If the Data Is Not Quite Ready
Calendar audit workflows usually need a few extra passes. SheetXAI handles them inline.
When you only want meetings that do not have a bot yet
List all upcoming Recall.ai calendar events for the next 7 days. Write only the meetings that do not have a recording bot assigned into my workbook, with meeting title, platform, URL, and start time in columns A through D.
When you want to dispatch bots for all unassigned meetings in the same prompt
List all upcoming Recall.ai calendar events for the next 7 days. For any meeting that does not already have a recording bot assigned, dispatch a Recall.ai bot now and write the new bot ID into column E. Write meeting title, platform, URL, and start time into columns A through D for all meetings.
When the calendar has recurring meetings that should always be recorded
List all upcoming Recall.ai calendar events for the next 7 days. In column E, write "RECURRING" for any meeting that appears to be part of a recurring series. In column F, write "BOT MISSING" for any recurring meeting without a bot assigned.
When you are auditing three separate Recall.ai calendar connections
List all upcoming calendar events from all connected Recall.ai calendars for the next 7 days. Write meeting title, platform, URL, bot status, and the calendar owner name into columns A through E. One row per meeting across all three calendars.
The pattern: the calendar audit and the bot dispatch are the same prompt.
Try It
Get the 7-day free trial of SheetXAI and connect your calendars to Recall.ai, then open a workbook and ask it to pull the next 7 days of events. The Recall.ai integration is included in every SheetXAI plan. For the next step after the audit, see how to bulk-launch recording bots from a workbook or the Recall.ai in Excel overview.