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 Google Calendar tab by tab
- You note meeting titles, times, video platform, and URLs
- You cross-reference each URL against the Recall.ai dashboard to check bot assignment
- You paste everything into a shared sheet 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 spreadsheet that reads your Recall.ai connected calendars and dumps the upcoming events directly into the sheet.
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 sheet. 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 with the four key fields. 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 that does not have a bot shows up immediately. You can sort column D and dispatch bots for the unassigned ones before Monday morning.
Want the start time and duration added for scheduling context? Add to the prompt: "Also write start time and duration in minutes into columns E and F." SheetXAI includes both fields from the calendar event data.
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
You do not need to see the ones that are already covered. You just want the gaps.
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 sheet, 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
You do not want to do the audit and then do the dispatch separately.
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
You want to flag recurring meetings specifically, because those are the high-priority ones to cover every week.
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 based on its title or recurrence flag. In column F, write "BOT MISSING" for any recurring meeting without a bot assigned.
When you are auditing three separate Recall.ai calendar connections
The three executives each have a separate Recall.ai calendar connection and you need all three in one sheet.
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. You do not have to run them separately.
Try It
Get the 7-day free trial of SheetXAI and connect your calendars to Recall.ai, then open a sheet 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 sheet or the Recall.ai in Google Sheets overview.