This guide builds a complete sales recording workflow from end to end. By the time you finish, every sales call will be automatically recorded, summarized, synced to your CRM, and followed up on — without your reps lifting a finger after the call.

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What you will build

  • Automatic recording of all sales calls
  • AI summaries tuned for sales conversations (pain points, objections, next steps)
  • Automatic CRM sync to Salesforce or HubSpot
  • Follow-up email drafts generated from meeting content
  • Deal intelligence across multiple calls with the same prospect

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Prerequisites

  • Mavio Team plan
  • CRM integration enabled (Salesforce or HubSpot)
  • Zoom or Google Meet connected
  • Slack connected (optional)

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Set up the workflow

1

Configure auto-recording for sales calls

Go to Settings > Recording > Auto-join rules and create a rule:
  • Filter: Calendar events with external attendees (people outside your organization’s domain)
  • Or filter: Calendar events with the label “Sales” or containing keywords like “demo”, “discovery”, “proposal”
  • Action: Auto-join and record
This ensures every external-facing call is captured without reps remembering to click record.
2

Set up a sales summary template

Navigate to Settings > AI > Summary templates and create a template called “Sales Call”:
  • Call overview — one paragraph summary of the conversation
  • Pain points — specific problems the prospect mentioned
  • Objections — concerns or pushback raised during the call
  • Competition — any competitors mentioned and context
  • Budget and timeline — buying signals and timeframe indicators
  • Next steps — agreed-upon follow-ups and commitments
  • Action items — tasks for your team with assignees
Apply this template to all meetings matching your sales filter.
Custom summary templates focus the AI on extracting the information your team actually needs, rather than generating a generic overview.
3

Connect your CRM

Go to Settings > Integrations and connect Salesforce or HubSpot:
  • Mavio matches meetings to CRM contacts and deals based on attendee email addresses
  • Meeting summaries are logged as activities on the relevant contact and deal records
  • Action items can be synced as CRM tasks with due dates
Mavio uses attendee email addresses to match contacts. Ensure your CRM contacts have up-to-date email addresses for accurate matching.
4

Route summaries to Slack

Create a routing rule in Settings > Integrations > Slack that sends all sales call summaries to a #sales-calls channel. This gives the entire sales team visibility into active conversations without checking the CRM.
5

Enable follow-up email generation

After each sales call, Mavio can generate a follow-up email draft. Enable this under Settings > AI > Follow-up emails:
  • Select your email client (Gmail or Outlook)
  • Choose the tone (professional, friendly, formal)
  • Include a summary of the discussion and confirmed next steps
  • The draft appears in your email client ready to review and send

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Using Mavio AI for deal intelligence

Mavio AI becomes a powerful sales tool when you have multiple calls with the same prospect:
  • “Summarize all calls with Acme Corp” — get a full account history
  • “What objections has this prospect raised across all our meetings?” — spot patterns
  • “Compare what they said in the discovery call vs. the demo” — track how sentiment evolved
  • “What commitments have we made to this prospect?” — avoid dropped balls

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Measuring team performance

Team admins can use the Mavio dashboard to track:
  • Total meetings recorded per rep per week
  • Average action item completion rate
  • Most common objections across the team
  • Follow-up response times

Connect to Salesforce

Detailed CRM integration setup and field mapping.

Automate further with Zapier

Build custom automations beyond the built-in CRM sync.