You own the plumbing. Your team records calls, and you are the one who has to make sure that data lands in the CRM, stays clean, and can be reported on. This page is the map: what to set up once, what usually breaks, and what to automate next.
What Claap does for you
Every recorded call is transcribed, summarised, and matched to your CRM. Participants resolve to contacts and companies, meetings attach to deals, and AI Fields extract whatever structured information you define, call after call, without anyone filling in a form.
The value for you is not the recording. It is that your CRM stops depending on whether a rep remembered to log the call.
Set up once
Connect your CRM. This is the foundation for everything downstream. Contacts, companies and deals all resolve through it.
Connect calendars across the team. The bot reads each user's calendar to know which meetings to join. A rep with no calendar connected records nothing automatically.
Decide your folder and visibility model early. This one bites later rather than sooner. Private recordings do not sync to the CRM, are not returned by the API, and do not trigger webhooks. If you plan to automate anything, agree what stays private before your team fills the workspace.
Define your AI Fields. Start with three or four that map to fields you already report on, rather than everything you could imagine extracting. Each field costs one credit per call, so the bill scales with your volume.
The three things that break most often
Deals in the CRM that don't appear in Claap. Almost always expected behaviour rather than a bug. See some of my HubSpot deals don't show up in Claap.
Calls recorded but nothing pushed to the CRM. Usually participant identification, which is the first link in the chain. See my participants aren't recognised, so nothing reaches my CRM.
Automations that go silent. Webhooks don't fire for private recordings, and your endpoint has to answer quickly enough. See my webhooks stopped sending data.
Automate further
Once the basics hold, three routes are open to you.
Webhooks notify your stack when a recording is added or updated, which is what you want for Zapier, Make, n8n, or your own endpoint.
The API lets you pull recordings, transcripts and insights, and push in calls from tools we don't integrate natively. See I want to import calls from another tool into Claap.
The MCP server gives your AI tools direct access to workspace data, without you writing anything. Your team can use it without admin rights. See I need to give a teammate API or MCP access.
Before you scale it
Two questions to settle with your team, because both are cheap now and expensive later: who owns the API keys, and what your policy is on private recordings. Everything automated depends on both.