The Scenario
You are a video production coordinator at a media company. Your team just recorded 10 panel discussion sessions, each with 3 to 5 guests. Recall.ai captured each session with video separation — individual video files per participant.
Your editors need each participant's individual video file URL for their own editing session. You have the 10 recording IDs in column A of a Google Sheet. The editor handoff is due by end of day.
The bad version of the afternoon:
- You open the Recall.ai dashboard and navigate to recording 1
- You find the video separation artifacts section and copy each participant's URL
- You switch to the sheet and try to figure out the column layout — do you use one row per recording or one row per participant?
- By recording 4 the column count per row keeps changing because different sessions had different guest counts
- You end up with a messy merged-cell situation that the editors hate
- One editor gets the wrong file and spends two hours editing the wrong person.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads the recording IDs and fetches the per-participant video artifact URLs from Recall.ai for each one.
Open the SheetXAI sidebar and type:
For each recording ID in column A, fetch the video separation artifacts from Recall.ai and write each participant's name and individual video download URL into new rows in columns B and C. Repeat the recording ID in column A for each participant row.
SheetXAI calls the Recall.ai artifacts endpoint for each recording ID, extracts the per-participant video files, and writes one row per participant. Ten recordings with 4 participants each gives you 40 rows, cleanly structured.
What You Get
A per-participant video URL table:
- Column A — recording ID (repeated for each participant in that session)
- Column B — participant name
- Column C — individual video download URL
One row per participant, consistently structured regardless of how many guests were in each session. Your editors can filter column B by name and find every file for the participant they are cutting.
Want the session title added for context? Add to the prompt: "Also fetch the meeting title for each recording ID and write it into column D for each participant row." SheetXAI pulls it from the metadata endpoint.
What If the Data Is Not Quite Ready
Video separation artifacts vary across recordings. SheetXAI handles the gaps and variations inline.
When some recordings do not have video separation artifacts
Not every session was configured with video separation. Those recordings only have a mixed-video file.
For each recording ID in column A, try to fetch the video separation artifacts from Recall.ai. If individual participant video files exist, write each participant name and URL into columns B and C. If no separation artifacts are found, write the mixed-video download URL into column C with "MIXED — no separation" in column B.
When participant names are missing from the artifact metadata
Some participants joined without signing in, so Recall.ai identifies their video track by a generic label like "participant_1."
For each recording ID in column A, fetch the video separation artifacts. If a participant name is empty or shows as a generic label, write "Unknown Participant" in column B along with the download URL in column C. Flag those rows with "REVIEW" in column D.
When you only want video files for named participants, not unknown joiners
Your editors only need the host and confirmed guest files, not anonymous drop-ins.
For each recording ID in column A, fetch the video separation artifacts from Recall.ai. Write participant name and download URL into columns B and C only for participants who have a real name (not empty and not matching "participant_" pattern). Skip generic or unnamed participant tracks.
When you need the full editor handoff package: video URL, audio URL, and transcript excerpt per participant
Your editors also want the separated audio file and a one-paragraph summary of what each participant talked about.
For each recording ID in column A, fetch the video separation artifacts and write participant name into column B and individual video download URL into column C. Then fetch the audio separation artifacts for the same recording and write each participant's audio download URL into column D. Finally, fetch the transcript and write a one-paragraph summary of each participant's contribution into column E, matched by participant name.
The pattern: describe the columns your editors need, and SheetXAI assembles them from the right Recall.ai endpoints in one pass.
Try It
Get the 7-day free trial of SheetXAI and open any sheet with Recall.ai recording IDs, then ask it to pull the per-participant video 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.