The Scenario
You are a sales enablement manager. You have 25 discovery-call recording IDs in column A of an Excel workbook. Your VP asked for a report showing which reps spoke, when they joined, and how long they stayed — specifically to flag calls where the prospect spoke less than 40% of the time.
The report is due Thursday morning for the weekly coaching session. It is Tuesday afternoon.
The bad version of the next two days:
- You open Recall.ai recording 1 and find the participant events section
- You note names, join times, and leave times, switch to the workbook, type them in
- Each recording has 2 to 4 participants — the column layout keeps shifting
- You try to calculate "prospect talk time percentage" but the timestamps are strings
- You walk into Thursday with a partially filled table and no talk-time percentages.
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, calls the Recall.ai participant events endpoint for each one, and builds the table.
Open the SheetXAI sidebar and type:
For the recording IDs in column A, fetch the participant events from Recall.ai and build a table with participant name, join time, leave time, and duration in columns B through E. Add one row per participant per recording, repeating the recording ID in column A.
SheetXAI fetches the participant event data for all 25 recordings, calculates durations, and writes a normalized table with one row per participant.
What You Get
A speaker timeline table with one row per participant per recording:
- Column A — recording ID (repeated for multi-participant calls)
- Column B — participant name
- Column C — join time (formatted timestamp)
- Column D — leave time (formatted timestamp)
- Column E — duration in minutes
The durations are calculated, not raw timestamps. You can sort by column E to find the longest talkers, or filter to isolate any participant who was on-call for under 5 minutes.
What If the Data Is Not Quite Ready
Speaker timeline data comes with its own edge cases. SheetXAI handles them inline.
When participant names are missing or show as "Unknown"
Some participants joined via dial-in, so Recall.ai logs their name as null or empty.
For each recording ID in column A, fetch the participant events and build the timeline table in columns B through E. If a participant name is empty or null, write "Unknown Participant" in column B instead.
When you want to flag calls where the rep dominated
For each recording ID in column A, fetch the participant events and build the speaker timeline table in columns B through E with participant name, join time, leave time, and duration. In column F, write the participant's share of total call time as a percentage. In column G, write "LOW PROSPECT TIME" for any recording where the non-rep participants' combined share is under 40%.
When some recordings have participants who joined late or dropped and rejoined
Recall.ai logs each join/leave event separately, so a participant who rejoined shows up as two rows.
For each recording ID in column A, fetch the participant events. If a participant appears multiple times in the same recording, consolidate their events into one row using the earliest join time and the latest leave time, and sum their total time on the call. Write the consolidated table into columns B through E.
When you need the full coaching package: timeline, talk-time, and a transcript excerpt in one pass
For each recording ID in column A, fetch the participant events and build the speaker timeline table in columns B through E. Calculate talk-time percentages into column F. For each rep (any participant whose name matches the rep list in the Reps tab), fetch the transcript and write a one-sentence summary of the main topic they discussed into column G.
The pattern: the timeline data is the foundation, and from there you build the coaching analysis in the same prompt.
Try It
Get the 7-day free trial of SheetXAI and open any workbook with Recall.ai recording IDs, then ask it to build the speaker timeline table. The Recall.ai integration is included in every SheetXAI plan. For more on working with recording data, see how to pull full transcripts in bulk or the Recall.ai in Excel overview.