/sync-calls — Import Call Recordings

/sync-calls — Import Call Recordings

Fetch recent call recordings from your configured call recording provider, import transcripts, and save them as structured markdown files.

Usage

• /sync-calls — Fetch new calls since last sync
• /sync-calls --all — Show all recent calls (ignore last-sync marker)
• /sync-calls --id {recording_id} — Import a specific recording by ID

Prerequisites

• config/config.yaml with integrations.call_recording.provider set (e.g., fathom, fireflies, otter, grain)
• .env file with the API key (env var name from config.integrations.call_recording.api_key_env)

Supported Providers

Provider	API Base	Auth Header
fathom	https://api.fathom.ai/external/v1	X-Api-Key
fireflies	https://api.fireflies.ai/graphql	Authorization: Bearer
otter	Manual import (no API)	—
grain	Manual import (no API)	—

For providers without an API (otter, grain, etc.), the skill prompts the user to paste or drop a transcript file instead.

Instructions

Step 1: Load Config and State

Read in parallel:

• config/config.yaml -> integrations.call_recording section
• memory/call_sync.md (if exists) -> last sync timestamp and last imported recording ID

Extract:

• provider — which call recording tool (fathom, fireflies, otter, grain)
• api_key_env — name of the env var holding the API key
• api_base — API base URL (use default for known providers)

If call_recording.provider is not set or call_recording.enabled is false, tell the user: "No call recording provider configured. Run /setup to set one up, or add transcripts manually to my-context/call-transcripts/."

Step 2: Fetch Recent Calls

If provider is fathom:

curl -s -H "X-Api-Key: $API_KEY" \
  "https://api.fathom.ai/external/v1/meetings"

If provider is fireflies:

curl -s -X POST "https://api.fireflies.ai/graphql" \
  -H "Authorization: Bearer $API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"query": "{ transcripts { id title date duration organizer_email participants sentences { speaker_name text } } }"}'

If provider is otter, grain, or unknown: Say: "Your provider ({provider}) doesn't have API sync. You can import transcripts manually:"

1. Ask: "Paste a transcript, drop a file path, or type 'skip'"
2. If they paste/provide a file, go to Step 4c for formatting and saving
3. If skip, exit

Parse the response. Filter to only show calls created AFTER the last sync timestamp (from memory/call_sync.md). If --all flag, skip the filter and show all.

If --id flag, skip listing and go directly to Step 4 for that recording.

Step 3: Present Calls for Selection

Show the user a numbered list of new calls:

## New Calls Since Last Sync

| # | Date | Title / Participants | Recording ID |
|---|------|---------------------|--------------|
| 1 | 2025-03-10 | Acme Corp - Discovery | 12345678 |
| 2 | 2025-03-11 | Beta Inc - Follow-up | 12345679 |

Ask: "Which calls should I import? (all / numbers / skip)"

Step 4: Import Selected Calls

For each selected call:

4a: Fetch Summary

Fathom:

curl -s -H "X-Api-Key: $API_KEY" \
  "https://api.fathom.ai/external/v1/recordings/{recording_id}/summary"

Fireflies: Summary is included in the transcript response (use the summary field from the GraphQL query).

4b: Fetch Transcript

Fathom:

curl -s -H "X-Api-Key: $API_KEY" \
  "https://api.fathom.ai/external/v1/recordings/{recording_id}/transcript"

Fireflies: Transcript sentences are included in the initial GraphQL response.

4c: Determine File Routing

Route the file based on call type:

• Customer/prospect calls -> my-context/call-transcripts/
• Cohort/accountability calls -> only if config.ritual.cohort.enabled, route to a cohort/ folder or skip

Use this naming convention: {company}_{date}_{topic}.md

• Company: lowercase, underscores for spaces
• Date: YYYYMMDD or monthDD format (e.g., mar10)
• Topic: brief descriptor (discovery, demo, followup, kickoff, poc_review)

Example: acme_corp_mar10_discovery.md

4d: Ask User to Confirm

Before writing, show:

• Proposed filename and path
• Call summary preview
• Ask: "Save this? (yes / rename / skip)"

If rename -> let user specify new filename.

4e: Write the File

Format the transcript file as:

# {Call Title}

**Date:** {date}
**Participants:** {list from API}
**Source:** {provider name}

## Summary

{Provider-generated summary}

## Key Points

{Extract key points from summary if available}

## Transcript

{Full transcript with speaker labels}

Step 5: Update Sync State

After all imports complete, update memory/call_sync.md:

# Call Sync State

- **Provider:** {provider}
- **Last synced:** {current ISO timestamp}
- **Last imported call date:** {date of most recent imported call}
- **Last imported recording_id:** {id}

## Import History
| Date | Recording ID | File | Company |
|------|-------------|------|---------|
| {date} | {id} | {filepath} | {company} |

Append new imports to the history table (don't overwrite previous entries).

Step 6: Offer Next Steps

After import, ask:

• "Want me to analyse any of these calls?" -> triggers /analyse-call
• "Want me to create follow-up tasks?" -> creates tasks in {config.linear.action_team}

---

Mode: --all

Show all calls from the API response, not just those after last sync. Useful for re-importing or finding older calls.

Mode: --id {recording_id}

Skip the listing step. Directly fetch summary + transcript for the given recording ID. Still confirm filename before saving.

Notes

• The API key is stored in .env and referenced by the env var name in config
• If the API returns an error, show the error and suggest checking the API key
• If memory/call_sync.md doesn't exist, treat all calls as new (first run)
• Always confirm with the user before writing files — never auto-import without approval
• For providers without API support, the skill gracefully falls back to manual import