Using AI Fields

Turn your meetings into structured, actionable data

AI Fields help you automatically extract the information that matters most from your meetings.

Instead of reviewing recordings manually, you can ask Claap a specific question and generate a structured answer for every meeting.

For example, you can create AI Fields to answer questions such as:

What is the customer's main pain point?
Was a competitor mentioned?
What budget was discussed?
What are the next agreed actions?
What feature requests were mentioned?

The generated answers appear directly in your Meeting Views and can also be synced to your CRM.

If you previously used Insight Templates in Claap, you’ll find that they have been seamlessly converted into AI Fields. While the name and location have changed, all your data remains intact. This transition ensures a more streamlined and intuitive experience without losing any functionality.

Creating your first AI Field

💡 From any view, you can jump straight to the AI Fields library. Click the Edit fields icon in the top bar, the database icon next to the "?" help icon. Settings opens already filtered on the object of your view, meeting or deal.

1 - Open a Meeting View

Navigate to Meetings and open the view where you'd like to analyze your recordings.

2 - Click on a View or in the AI Fields Library in Settings

There are two places to create an AI field: from a view, when you want the field scoped to the table you are working in, and from the AI Fields Library in Settings, when you want to author a field centrally for the whole workspace. The steps below cover the view flow.

In a view :

In the AI Fields Library in Settings :

3 - Click Add New AI field

Scroll down to launch the creation of your new AI field.

4 - Create from scratch or use a template

You can either create a custom AI Field from scratch using your own prompt, or get started quickly with one of Claap’s ready-made templates designed for common use cases.

5 - Using AI Field Templates

Templates help you get started quickly with common workflows.

Examples include:

Action Items
Budget
Champion
Customer Needs
Customer Satisfaction
Decision Criteria
Critical Event
Deal Timing

Simply select a template and click Create AI Field.

You can always customize the prompt afterward.

Understanding the AI Field settings

AI Field settings let you control how AI generates, structures, and formats responses.

AI Field Name	The field name becomes the column title displayed in your Meeting View. Choose a clear name that describes the information being extracted. Examples: Customer Pain Points Budget Champion Feature Requests
CRM Field	Optionally connect your AI Field to a CRM property. When connected, Claap can automatically sync generated answers to your CRM. Common use cases include: HubSpot properties Salesforce fields Qualification frameworks Customer feedback tracking
Type	The Type determines how the answer will be formatted. Paragraph: Best for detailed explanations and longer text responses. Action List: Best for generating actionable tasks or next steps that can be tracked and completed. Bullet Points: Best for concise summaries and key takeaways. Checkbox: Best for yes/no questions or binary outcomes. Date: Best for extracting or generating a specific date. Multi-select: Best when multiple options can be selected from a predefined list. Numeric: Best for numbers, quantities, percentages, or other numerical values. Rating: Best for scores, evaluations, or satisfaction levels on a defined scale. Rich Text: Best for formatted content that may include headings, lists, links, and styling. Select: Best when only one option should be chosen from a predefined list.
Prompt	The prompt tells Claap what information to extract from the meeting. The more specific your prompt is, the better the results will be. Good example : What are the customer's three main pain points? Better example : List the customer's three main pain points and provide supporting context for each. Best practices : Ask one question at a time Be specific Define the expected output Avoid broad prompts such as "Tell me everything about the meeting"
Test	Before deploying your AI Field, click Test. Testing allows you to: Validate your prompt Review generated answers Improve accuracy Refine formatting We recommend testing every new AI Field before rolling it out broadly.
Share with Workspace	AI Fields can be private or shared. Shared : Available to other workspace members. Ideal for company-wide reporting and standardized workflows. Private : Visible only to the creator. Ideal for testing and experimentation.
Auto-run on New Meetings	Auto-run automatically generates answers whenever a new meeting is processed. Instead of manually generating insights after each call, Claap handles everything in the background. Auto-run is particularly useful for: Action Items Budget Tracking Champion Detection Customer Pain Points
Save as Template	Created an AI Field that works well? Click Save as Template to make it reusable across your workspace. Templates help teams maintain consistency and standardize reporting.
Generate Ai fileds	Two options are available : Generate all rows: Generate values for this AI Field across all rows in the table, including rows that already contain data. Existing values may be overwritten. Generate empty rows only: Generate values only for rows where this AI Field is currently empty, leaving existing values unchanged.

Viewing AI Field results

Generated values appear directly inside your Meeting View as columns.

After creating an AI Field, you can apply it to existing meetings by generating results for all rows or only empty rows. This ensures that your data is consistently updated and organized.

This allows you to compare insights across multiple meetings without opening recordings individually.

Filtering meetings with AI Fields

Once AI Fields have generated values, they become available as filters inside your Meeting Views.

You can quickly find meetings where:

A competitor was mentioned
Budget was discussed
A champion was identified
Customer satisfaction is low
Action items exist

You can also filter and sort directly from an AI field column header: click the column header and choose Filter or Sort, right below Edit AI field, just like any other column.

This becomes especially valuable as your meeting volume grows.

Understanding AI Field cell states

An AI Field cell can be in one of several states. Knowing which is which tells you whether the field ran, and what to do next.

A value is displayed. The field ran and found an answer in the transcript.

A muted dash. The field ran but found nothing in the transcript. Hover the cell to see the tooltip "No data found in the transcript". A dash does not mean the field failed. It means the information was not present in that meeting.

An error icon. The field could not run. Hover the icon to see why, for example "This recording has no transcript".

Empty, never generated.	The field has never been run on this row. Generate it from the column header.
Generating	The field is currently running. In every state, you can click the cell and type the value yourself. Manual values stay in place unless you choose "Generate all rows" when running the field, which may overwrite existing values.
Why is there a dash in my AI Field?	The field ran and found nothing in the transcript. Click the cell to fill it in manually.
Why does my AI Field show an error icon?	Hover to see the reason, most often a recording with no transcript. You can still edit the cell manually.

AI Fields Library (Admins only)

Workspace admins can manage AI Fields centrally through the AI Fields Library.

Navigate to: Settings → AI Fields

Creating an AI field from the Library

You no longer have to open a view, add a column and configure the field from there. From Settings → AI Fields, click Add new AI field on the header, pick the object the field applies to (Meetings, Contacts, Deals or Companies), and the usual Create AI field drawer opens: name, output type, prompt, and the Test action to try the prompt on sample records before saving.

Two differences with creating a field inside a view:

The field is created public. There is no private view to scope it to.
The field is defined but not generated. No values are computed at creation time.

Generation and auto-run still happen from a view. Add the field as a column in the view where you want it, then generate values there.

What can I do in the AI Fields Library?

The library provides a centralized view of all AI Fields created in your workspace.

For each AI Field, you can see:

Name, Visibility, Owner, Creation Date, Status, Data type, Number of runs, Number of views using the field, Auto-run status.

The last four columns let you audit your workspace at a glance: spot fields nobody uses, identify the heaviest ones, and check which fields run automatically on every new meeting.

How can I audit my AI Fields?

Go to Settings then AI fields. The table shows data type, runs, views and Auto-run status for every field in the workspace.

Active vs Archived

The library includes three tabs:

All	Displays every AI Field in the workspace.
Active	Displays currently available AI Fields.
Archived	Displays archived AI Fields.

Filters are independent per tab. A filter applied on the Views tab does not carry over to the AI fields tab, and the other way round. Each tab keeps its own filter state when you switch between them.

Private vs Shared AI Fields

When creating an AI Field, you can choose whether it should remain private or be shared with your workspace.

Private AI Fields

Private AI Fields are only visible in the view where they were created and only accessible to you.

Use private AI Fields when you want to:

Experiment with new prompts
Test reporting ideas
Build personal workflows
Validate a use case before rolling it out to the team

Private AI Fields are marked as Private in the AI Fields Library.

Shared AI Fields

Shared AI Fields are available across your workspace and can be used by other team members.

Use shared AI Fields when you want to:

Standardize reporting across teams
Create company-wide dashboards
Track common qualification frameworks
Build repeatable workflows

Examples:

Budget
Champion
Customer Pain Points
Action Items
Decision Criteria

Shared AI Fields help ensure everyone is working from the same source of truth.

What happens if I share a private AI Field?

You can convert a private AI Field into a shared AI Field at any time.

Once shared:

Other workspace members can access it.
It becomes available across the workspace.
It can be reused in other views and workflows.

Best practice: Start with a private AI Field while testing your prompt. Once you're happy with the results, share it with your workspace so everyone can benefit from it.

Understanding AI Credits

AI Fields run on AI Credits. Every plan includes a monthly pool of credits shared across your whole workspace, so there's nothing to manage per person.

Here's what's free and what costs a credit:

Free, use them freely:

Testing a field
Meeting summaries
The AI companion
Chapters

1 credit each:

Running a field
Claap AI chat
AI follow-ups
The Coaching tab

You can see your usage any time, right in the app, so there's never a mystery about where your credits go.

Go to Settings > Plans & Licenses and check your credits.