The Scenario
You are a training manager at a consulting firm. You just wrapped 18 onboarding sessions over the past two weeks — each one recorded by a Recall.ai bot. The MP4 files need to go into your LMS before new employees start next Monday.
You have the 18 bot IDs in column A of a Google Sheet. The LMS requires a direct download URL per session, not a link to the Recall.ai dashboard.
The bad version of Friday afternoon:
- You open the Recall.ai dashboard
- You navigate to recording 1, find the "Video" artifacts section, click through to the mixed-video file, copy the download URL
- Switch to the sheet, paste it in column B
- Repeat 17 more times
- The download URL for session 7 is expired — you have to regenerate it
- By 5 PM you have 16 of 18 URLs and two missing
- Monday arrives. Two employees have no session recording to watch.
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 fetches the mixed-video artifact URLs from Recall.ai for each one.
Open the SheetXAI sidebar and type:
For all bot IDs in column A, fetch the mixed-video artifact download URL from Recall.ai and write each link into column B.
SheetXAI calls the Recall.ai artifacts endpoint for each bot ID, extracts the mixed-video download URL, and writes it into column B. Eighteen bot IDs, eighteen URLs, no dashboard required.
What You Get
A sheet with 18 download URLs in column B, one per session:
- Column A — bot ID
- Column B — mixed-video MP4 download URL, ready to paste into your LMS upload flow
The URLs are direct download links, not Recall.ai dashboard links. Your LMS can consume them without authentication. You can paste the whole column into a bulk upload field if your LMS supports it.
Want the session title alongside the URL for the LMS metadata fields? Add to the prompt: "Also write the meeting title into column C for each bot." SheetXAI fetches both in the same pass.
What If the Data Is Not Quite Ready
Video artifacts are not always available immediately after a call ends. SheetXAI handles the gaps inline.
When some recordings are still processing
A few sessions from Thursday are still being processed and the video artifact is not ready yet.
For each bot ID in column A, try to fetch the mixed-video artifact download URL from Recall.ai. If the artifact exists, write the URL into column B. If the artifact is not ready yet, write "PENDING — check back" into column B.
When you need the video URL plus the transcript for the same sessions
Your LMS also accepts captions. You want the MP4 URL and the transcript text in one pull.
For each bot ID in column A, fetch the mixed-video artifact download URL and write it into column B. Also fetch the transcript text and write it into column C. If either is missing, write "NOT AVAILABLE" in the corresponding cell.
When some bot IDs belong to a different workspace
You merged two workspace exports into one sheet and a handful of bot IDs are from a test workspace that has different credentials.
For each bot ID in column A, fetch the mixed-video artifact URL from Recall.ai. If the API returns a 403 or 404, write "ACCESS ERROR — check workspace" into column B instead of a URL.
When you want the full LMS handoff package in one shot
Your LMS needs the video URL, the recording duration in minutes, the session title, and the participant count all in one spreadsheet upload.
For each bot ID in column A, fetch the meeting metadata from Recall.ai and write meeting title into column B and participant count into column C. Then fetch the mixed-video artifact and write the download URL into column D. Also calculate the recording duration in minutes from the join and leave timestamps and write it into column E.
The pattern: describe the columns your downstream system needs, and SheetXAI assembles them from the relevant Recall.ai endpoints in one pass.
Try It
Get the 7-day free trial of SheetXAI and open any sheet with Recall.ai bot IDs, then ask it to pull the video download URLs. The Recall.ai integration is included in every SheetXAI plan. For the audio-only version of this workflow, see how to get per-speaker audio download links or the Recall.ai in Google Sheets overview.