The Scenario
You are a customer success ops analyst. Every Friday afternoon you build the weekly review deck for the CS leadership team. The deck needs meeting data from the past week's customer calls: meeting title, participant count, and processing status for each recording.
You have 40 bot IDs in column A of a Google Sheet. The deck is due at 4 PM. It is 2:30 PM.
The bad version of the next ninety minutes:
- You open the Recall.ai dashboard
- You search for bot ID 1, note the title, participant count, and status, switch to the sheet, type them in
- Repeat 39 more times
- Bot 22 shows a status you have never seen before — you spend 10 minutes figuring out whether "media_saved" means done or still processing
- By 3:55 PM you have 38 of 40 rows filled in
- You walk into the 4 PM review with two blank rows and no idea why.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads the bot IDs and pulls the meeting metadata from Recall.ai for every row in one go.
Open the SheetXAI sidebar and type:
For each bot ID in column A, fetch the meeting metadata from Recall.ai and fill in meeting title, participant count, and status in columns B, C, and D.
SheetXAI calls the Recall.ai bot endpoint for each ID and writes the three metadata fields into the correct columns. Forty rows, done in minutes.
What You Get
A complete metadata table with four populated columns:
- Column A — bot ID
- Column B — meeting title
- Column C — participant count
- Column D — processing status
You see at a glance which recordings are done and which are still processing. No more guessing whether a status string means "ready" or "not yet."
Want a fifth column flagging bots that are still in-progress so you can sort or filter? Add to the prompt: "Also write TRUE into column E for any bot where the status is not 'done'." SheetXAI adds the flag column in the same pass.
What If the Data Is Not Quite Ready
Real metadata pulls surface gaps. SheetXAI handles them inline.
When some bot IDs return a 404 from the API
A handful of IDs are stale from a previous quarter and no longer exist in the Recall.ai workspace.
For each bot ID in column A, fetch the Recall.ai meeting metadata. If the API returns an error or the bot is not found, write "NOT FOUND" into columns B, C, and D. Otherwise fill in title, participant count, and status normally.
When you want to flag any call with fewer than 2 participants
Single-participant calls are usually bot joins where the meeting was cancelled or nobody else showed up.
For each bot ID in column A, fetch the meeting metadata and fill in title, participant count, and status in columns B, C, and D. In column E, write "SOLO — check if cancelled" for any row where participant count is less than 2.
When you only want metadata for bots created in the last 7 days
The sheet has 40 bot IDs but you only need this week's. The creation date is in column B from a previous run.
For each bot ID in column A where the date in column B is within the last 7 days, fetch the Recall.ai meeting metadata and write title, participant count, and status into columns C, D, and E. Skip any row where the date in column B is older than 7 days.
When you need metadata plus a short notes field derived from the title
Your review deck has a "Notes" column where each row gets a one-line context note.
For each bot ID in column A, fetch the meeting metadata from Recall.ai and fill in title, participant count, and status in columns B, C, and D. Then look at the meeting title in column B and write a one-sentence description of what kind of meeting it likely was (onboarding call, QBR, technical review, etc.) into column E based on keywords in the title.
The pattern: pull the metadata and add the first layer of categorization in the same prompt. By the time SheetXAI finishes, you have a sheet that is ready to drop into the deck, not a sheet that still needs a round of manual review.
Try It
Get the 7-day free trial of SheetXAI and open any sheet with Recall.ai bot IDs, then ask it to enrich the rows with meeting metadata. The Recall.ai integration is included in every SheetXAI plan. For more on what you can do with recording data, see how to pull transcripts in bulk or the Recall.ai in Google Sheets overview.