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CRM Recording Intelligence

Auto-sync call recordings to CRM contacts with AI summaries, suggested tasks, and draft follow-up emails.

In this guide

  1. 1. What is Recording Intelligence?
  2. 2. Viewing recordings on a contact
  3. 3. Uploading external recordings
  4. 4. How speaker identification works
  5. 5. AI-suggested follow-up tasks
  6. 6. AI-drafted follow-up emails
  7. 7. Push to CRM from Meeting Notes
  8. 8. Storage and limits
  9. 9. Security and privacy

1What is Recording Intelligence?

Recording Intelligence automatically pushes call recordings, transcripts, and AI analysis to your CRM contacts. After every MeetMatch Video call, the system generates a summary, suggests follow-up tasks, and drafts personalized emails — all linked to the right contact record. You can also upload external recordings (from Zoom, Google Meet, Teams, etc.) to keep all your call data in one place, even for meetings that didn't happen on MeetMatch.

2Viewing recordings on a contact

Open any contact in CRM → Contacts and click their name. On the contact detail page, scroll to the Recordings tab. Here you'll see a table of all recordings associated with this contact:
  • Date — when the call happened.
  • Duration — how long it lasted.
  • Source — "MeetMatch Video" for native calls, or the external platform name for uploads.
  • Summary — the first line of the AI-generated summary (click to expand).
Click any recording to open the full detail view with transcript, coaching, suggested tasks, and draft emails.

3Uploading external recordings

Not every call happens on MeetMatch. You can upload recordings from Zoom, Google Meet, Microsoft Teams, or any other platform. To upload a recording file:
  1. Open the contact detail page.
  2. Click the Recordings tab, then Upload Recording.
  3. Select "Audio/Video File" and choose your file (MP3, MP4, WAV, WebM, M4A, OGG — up to 500 MB).
  4. Optionally select the external source (Zoom, Google Meet, Teams, etc.).
  5. Click Upload. The system transcribes the file with Deepgram and runs the full AI pipeline.
To paste a transcript directly:
  1. Select "Paste Transcript" instead of "Audio/Video File".
  2. Paste the transcript text. Speaker labels like "John Smith: Thanks for joining" are automatically parsed.
  3. Click Upload. The system skips transcription and runs analysis on the text directly.
Transcript uploads have a 500,000 character limit. The system automatically identifies speakers by matching names against the rep's name.

4How speaker identification works

MeetMatch uses a two-tier system to identify who is speaking: Tier 1 — Per-speaker recordings (deterministic): For calls on MeetMatch Video, each participant's audio is recorded as a separate file. Since we know exactly who each file belongs to, speaker assignment is 100% accurate — no guessing involved. Tier 2 — Mixed-file diarization (fallback): When per-speaker recordings aren't available (external uploads or single composite files), MeetMatch uses Deepgram's AI diarization. Even here, the system is smart:
  • Solo-window anchoring — if the rep joined the call before the prospect, any speech before the prospect joined can only be the rep. This deterministically anchors one speaker ID.
  • Talk-time heuristic — as a last resort (simultaneous join, no join data), the person who talked more is assumed to be the rep.
For pasted transcripts, the system parses "Name: text" format and matches first names against the rep's name.

5AI-suggested follow-up tasks

After processing a recording, MeetMatch's AI reads the full transcript and suggests 2–5 follow-up tasks. These appear in the Suggested Tasks section of the recording detail. Each suggestion includes:
  • Title — a clear action item (e.g. "Send pricing breakdown for Enterprise plan").
  • Description — context from the call explaining why this task matters.
  • Priority — high, medium, or low based on urgency signals in the conversation.
  • Due date suggestion — when the AI thinks this should be done by.
Click Accept to add a task to your CRM task list, or Dismiss to remove it. Accepted tasks appear in your task queue and can be tracked to completion.

6AI-drafted follow-up emails

The AI also drafts 1–3 follow-up emails based on the conversation. These appear in the Draft Emails section. Each draft includes:
  • Subject line — tailored to the call's key topic.
  • Body — personalized with specific details from the conversation (pricing discussed, objections raised, next steps agreed).
  • Tone — matches the rapport level from the call.
Click Send to send immediately, Edit to customize before sending, or Dismiss to remove. Draft emails are never sent automatically — you always have final say.

7Push to CRM from Meeting Notes

You can also push recording data to CRM from the Meeting Notes page. Open any meeting note and click the Push to CRM button in the top-right corner. This links the recording to the correct CRM contact and triggers the AI pipeline (summary, tasks, emails) if it hasn't run yet. It's useful when you want to retroactively add an older call to a contact's CRM record. The system matches the recording to a contact by the prospect's email address. If no matching contact exists, you'll be prompted to create one.

8Storage and limits

External recording uploads count against your organization's storage quota:
  • File size limit — 500 MB per upload.
  • Supported formats — MP3, MP4, WAV, WebM, M4A, OGG, FLAC.
  • Transcript paste limit — 500,000 characters.
You can check your storage usage in Settings → Billing. Native MeetMatch Video recordings use a separate allocation and don't count against the upload quota.

9Security and privacy

Recording Intelligence follows the same security model as the rest of MeetMatch CRM:
  • Org-scoped access — recordings are only visible to members of the same organization.
  • Role-based permissions — admins and sales managers can see all recordings; salespeople only see their own.
  • RLS enforced — database row-level security prevents cross-org data access even if someone manipulates API requests.
  • AI processing — transcripts are sent to the AI model for analysis but are not stored by the AI provider or used for training.

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Sales CRM: Contacts, Pipelines & Stripe

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Crash-Proof Recording

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