The Scenario
You are a UX researcher. Last week you ran 20 user interviews. Each call was recorded by a Recall.ai bot and you have the 20 bot IDs in column A of an Excel workbook.
Your stakeholder wants a thematic analysis delivered by end of day Friday. It is Wednesday morning. Before you can do any analysis, you need the transcript text out of Recall.ai and into a format you can actually work with.
The bad version of Wednesday morning:
- You open the Recall.ai dashboard
- You find the first recording, click through to the transcript view, select all, copy
- Switch to the workbook, paste into a cell — it comes in as one long block with no column separation
- You try to parse speaker labels manually
- Repeat 19 more times
- It is 2 PM. You have 20 transcripts pasted but haven't started the analysis.
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 bot IDs and fetches the transcripts from Recall.ai for you.
Open the SheetXAI sidebar and type:
For each bot ID in column A, fetch the Recall.ai transcript and write the full text into column B.
SheetXAI calls the Recall.ai transcript endpoint for each bot ID and writes each transcript into the adjacent cell. Twenty bot IDs, twenty transcripts, none of it copied by hand.
What You Get
A workbook with 20 transcripts in column B, one per interview:
- Column A — bot ID
- Column B — full transcript text, ready for keyword search, tagging, or AI summarization
The transcripts are in the workbook, not a PDF or a separate dashboard view. That means you can run follow-on prompts directly on the data — tag themes, identify recurring phrases, flag any calls where a specific topic came up.
Want a summary instead of the raw text? Add: "Also write a three-sentence summary of each transcript into column C." SheetXAI does both in the same pass.
What If the Data Is Not Quite Ready
Real interview batches have gaps. SheetXAI handles them inline.
When some bot IDs are still processing
A few calls finished late and the transcripts are not ready yet.
For each bot ID in column A, fetch the Recall.ai transcript. If the transcript is empty, write "NOT READY — check back later" into column B. Otherwise write the full transcript text.
When you only want transcripts for calls that meet a minimum duration
Some calls were very short (under 10 minutes) and not worth including in the thematic analysis.
For each bot ID in column A, fetch the meeting metadata from Recall.ai to get the call duration. If the duration is at least 10 minutes, fetch the transcript and write it into column B. If the call was shorter, write "SKIPPED — too short" into column B.
When the transcript text needs speaker labels preserved
You want to know who said what, not just the raw combined text.
For each bot ID in column A, fetch the Recall.ai transcript and write the text into column B with speaker labels preserved at the start of each turn, formatted as
[Speaker Name]: text.
When you need the transcript plus a summary and sentiment read in one pass
You have 20 transcripts to get through by Friday and your stakeholder also wants a one-line sentiment read per call.
For each bot ID in column A, fetch the Recall.ai transcript and write the full text into column B. Then read each transcript and write a three-sentence summary into column C and a one-word sentiment label (Positive, Neutral, Negative) into column D based on how the participant described their experience.
The pattern: pull the raw data and run the first layer of analysis in the same prompt.
Try It
Get the 7-day free trial of SheetXAI and open any workbook with Recall.ai bot IDs, then ask it to pull the transcripts. The Recall.ai integration is included in every SheetXAI plan. For next steps, see how to build a speaker timeline from your recordings or the Recall.ai in Excel overview.