The Scenario
You are a video production coordinator at a media company. Your team just recorded 10 panel discussion sessions, each with 3 to 5 guests. Recall.ai captured each session with video separation — individual video files per participant.
Your editors need each participant's individual video file URL. You have the 10 recording IDs in column A of an Excel workbook. The editor handoff is due by end of day.
The bad version of the afternoon:
- You open Recall.ai recording 1, find the video separation artifacts section, copy each participant's URL
- Switch to the workbook — the column layout keeps changing because different sessions had different guest counts
- You end up with a messy layout that the editors hate
- One editor gets the wrong file and spends two hours editing the wrong person.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads the recording IDs and fetches the per-participant video artifact URLs from Recall.ai for each one.
Open the SheetXAI sidebar and type:
For each recording ID in column A, fetch the video separation artifacts from Recall.ai and write each participant's name and individual video download URL into new rows in columns B and C. Repeat the recording ID in column A for each participant row.
SheetXAI calls the Recall.ai artifacts endpoint for each recording ID, extracts the per-participant video files, and writes one row per participant.
What You Get
A per-participant video URL table:
- Column A — recording ID (repeated for each participant in that session)
- Column B — participant name
- Column C — individual video download URL
One row per participant, consistently structured regardless of how many guests were in each session.
What If the Data Is Not Quite Ready
Video separation artifacts vary across recordings. SheetXAI handles the gaps and variations inline.
When some recordings do not have video separation artifacts
For each recording ID in column A, try to fetch the video separation artifacts from Recall.ai. If individual participant video files exist, write each participant name and URL into columns B and C. If no separation artifacts are found, write the mixed-video download URL into column C with "MIXED — no separation" in column B.
When participant names are missing from the artifact metadata
For each recording ID in column A, fetch the video separation artifacts. If a participant name is empty or shows as a generic label, write "Unknown Participant" in column B along with the download URL in column C. Flag those rows with "REVIEW" in column D.
When you only want video files for named participants, not unknown joiners
For each recording ID in column A, fetch the video separation artifacts from Recall.ai. Write participant name and download URL into columns B and C only for participants who have a real name (not empty and not matching "participant_" pattern). Skip generic or unnamed participant tracks.
When you need the full editor handoff package: video URL, audio URL, and transcript excerpt per participant
For each recording ID in column A, fetch the video separation artifacts and write participant name into column B and individual video download URL into column C. Then fetch the audio separation artifacts for the same recording and write each participant's audio download URL into column D. Finally, fetch the transcript and write a one-paragraph summary of each participant's contribution into column E, matched by participant name.
The pattern: describe the columns your editors need, and SheetXAI assembles them from the right Recall.ai endpoints in one pass.
Try It
Get the 7-day free trial of SheetXAI and open any workbook with Recall.ai recording IDs, then ask it to pull the per-participant video URLs. The Recall.ai integration is included in every SheetXAI plan. For the audio-only version of this workflow, see how to get per-speaker audio download links or the Recall.ai in Excel overview.