The Scenario
You are a research ops manager at a 50-person SaaS company. It is Tuesday morning and you have 30 customer discovery call links sitting in column A of a Google Sheet. The calls are happening today and tomorrow. Your job is to get a Recall.ai recording bot into every one of them before they start.
The bad version of the next two hours:
- You open the Recall.ai dashboard
- You navigate to "Create Bot," paste the first meeting URL, copy the returned bot ID, switch back to the sheet, paste it in column B
- Repeat 29 more times
- Lose your place on row 14 and have to recount
- Miss two calls because the setup took until noon
- Twenty-eight bots dispatched. Two calls recorded by nobody.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads the meeting URLs and calls the Recall.ai API for each one, so you never touch the dashboard.
Open the SheetXAI sidebar and type:
For every meeting URL in column A, create a Recall.ai bot to join and record each meeting and write the returned bot ID into column B.
SheetXAI iterates through all 30 rows, dispatches a bot for each URL, and writes each bot ID back into column B. You get a complete tracker with 30 bot IDs in the time it would have taken to do two manually.
What You Get
A sheet with 30 bot IDs in column B, one per meeting:
- Column A — original meeting URL
- Column B — Recall.ai bot ID for tracking and later retrieval
- Every call covered — no skips, no miscounts, no "I thought row 14 was already done"
The bot IDs are your receipts. Once the calls are done, you can use the same sheet to pull transcripts, check processing status, or fetch participant events — all from column B.
Want confirmation that the bots were actually dispatched? Tell SheetXAI to also write the bot creation timestamp and initial status into columns C and D. It adds those fields from the API response.
What If the Data Is Not Quite Ready
Real discovery call sheets are not always clean. SheetXAI handles the validation and the dispatch in the same prompt.
When some URLs are not meeting links
The sheet has a mix of Zoom links, Google Meet links, and a few plain calendar event titles that someone pasted instead of the actual URL.
For each row in column A, check whether the value looks like a valid meeting URL (starting with https://). If it is, dispatch a Recall.ai bot and write the bot ID into column B. If it is not a valid URL, write "SKIPPED — invalid URL" into column B instead.
When some meetings already have bots assigned
Column B already has bot IDs for a few rows from a previous run, and you only want to dispatch bots for the empty rows.
For each row in column A where column B is empty, dispatch a Recall.ai recording bot and write the bot ID into column B. Skip any row that already has a value in column B.
When you want to log the meeting platform alongside the bot ID
You need to know which calls are Zoom versus Google Meet for a downstream compliance report.
For every meeting URL in column A, detect whether it is a Zoom, Google Meet, or Teams link and write the platform name into column B. Then dispatch a Recall.ai bot for each URL and write the bot ID into column C.
When the URLs are spread across multiple tabs
The Enterprise tab has enterprise customer calls and the SMB tab has SMB calls. You need bots on all of them with a single command.
Combine the meeting URLs from the Enterprise tab column A and the SMB tab column A into a single dispatch job. Create a Recall.ai bot for each URL, and write the bot ID back into the corresponding column B on the original tab it came from.
The pattern: instead of opening the Recall.ai dashboard thirty times, you describe the shape of the work once and SheetXAI handles the iteration.
Try It
Get the 7-day free trial of SheetXAI and open any sheet with meeting URLs, then ask it to dispatch Recall.ai bots to all of them. The Recall.ai integration is included in every SheetXAI plan. For what comes after the calls finish, see how to pull transcripts for a batch of bot IDs or the Recall.ai in Google Sheets overview.