Call Lifecycle

Every sales call in Aura follows a defined lifecycle from initial booking to final analysis. Understanding this flow helps you make the most of Aura's call intelligence features.

Lifecycle Overview

┌──────────────┐     ┌──────────────┐     ┌──────────────┐     ┌──────────────┐
│  SCHEDULED   │────▶│   STARTED    │────▶│   ATTENDED   │────▶│  COMPLETED   │
└──────────────┘     └──────────────┘     └──────────────┘     └──────────────┘
       │                    │                    │                    │
       │                    │                    │                    │
       ▼                    ▼                    ▼                    ▼
  Calendar sync       Notetaker joins      Recording ends       AI analysis
  Notifications       Recording starts     Media processing     Insights ready
  Lead updated        Transcript begins    Transcript ready     Outcome logged

Stage: Scheduled

What Happens

When a call is scheduled:

1. Calendar Event Created

   • Event added to your connected calendar
   • Video conference link generated
   • Invite sent to all participants

2. Lead Updated

   • Lead moves to "Scheduled" stage
   • Call linked to lead record
   • Activity logged

3. Notifications Sent

   • Email confirmation to booker
   • Calendar invite to both parties
   • (Optional) Reminder emails

Data Available

{
  "call_id": "call_123",
  "status": "scheduled",
  "scheduled_at": "2024-01-15T14:00:00Z",
  "duration_minutes": 30,
  "meeting_url": "https://meet.google.com/xxx-xxxx-xxx",
  "lead": { ... },
  "assigned_to": { ... }
}

Actions Available

• View details: See full call information
• Reschedule: Change the meeting time
• Cancel: Cancel the meeting
• Prepare: Review lead details

Stage: Started

What Happens

When the meeting time arrives:

1. Notetaker Joins

   • AI Notetaker joins the video call
   • Appears as a participant
   • Announces its presence

2. Recording Begins

   • Audio and video captured
   • Real-time transcription starts
   • Participant detection active

3. Events Triggered

   • call.started event
   • call.notetaker_joined event

Data Available

{
  "call_id": "call_123",
  "status": "started",
  "started_at": "2024-01-15T14:02:00Z",
  "notetaker_status": "recording",
  "participants": ["John Doe", "Jane Smith"]
}

During the Call

The Notetaker:

• Records continuously
• Identifies speakers
• Tracks talk time
• Detects key moments

Stage: Attended

What Happens

When the meeting ends:

1. Recording Stops

   • Notetaker leaves the call
   • Recording finalized
   • Duration calculated

2. Media Processing

   • Audio/video uploaded
   • Secure storage
   • Signed URLs generated

3. Transcript Processing

   • Full transcript generated
   • Speaker attribution
   • Timestamps added

Data Available

{
  "call_id": "call_123",
  "status": "attended",
  "started_at": "2024-01-15T14:02:00Z",
  "ended_at": "2024-01-15T14:35:00Z",
  "duration_seconds": 1980,
  "recording_url": "https://...",
  "transcript_url": "https://..."
}

Lead Impact

• Lead stage: Updated to "Attended"
• Activity: Call marked complete
• Next: Awaiting outcome

Stage: Completed

What Happens

After processing completes:

1. AI Analysis Runs

   • 7-stage framework scoring
   • Key moments extracted
   • Objections identified
   • Coaching generated

2. Insights Available

   • Full analysis accessible
   • Scores calculated
   • Recommendations ready

3. Outcome Recording

   • Prompt to record result
   • Won/Lost/No-show options
   • Pipeline updated

Data Available

{
  "call_id": "call_123",
  "status": "completed",
  "duration_seconds": 1980,
  "recording_url": "https://...",
  "transcript_url": "https://...",
  "analysis": {
    "overall_score": 78,
    "apex_scores": { ... },
    "key_moments": [ ... ],
    "objections": [ ... ],
    "summary": "..."
  }
}

Full Features Available

• Watch recording
• Read transcript with search
• Review AI analysis
• See Apex scores
• View objections
• Record outcome

Terminal States

No-Show

When the prospect doesn't attend:

Triggers:

• Manual marking as no-show
• Meeting passed with no participant
• Host indicates no-show

What Happens:

• Call marked as no-show
• Lead status updated
• No recording/analysis (nothing to analyze)
• Can reschedule or mark as lost

Cancelled

When the meeting is cancelled:

Triggers:

• Guest cancels via booking link
• Host cancels manually
• Meeting deleted from calendar

What Happens:

• Call status: cancelled
• Lead moves to Cancelled stage
• Calendar events removed
• Can reschedule from lead

Timing Considerations

Notetaker Join Timing

The Notetaker joins:

• A few minutes before scheduled time
• When the meeting actually starts
• Based on meeting room detection

Analysis Processing Time

After call ends:

• Recording upload: 1-5 minutes
• Transcript generation: 2-10 minutes
• AI analysis: 2-5 minutes
• Total: Usually 5-15 minutes

Event Timing

Events fire at each transition:

Managing Calls Through Lifecycle

Before the Call

1. Review lead details
2. Check previous interactions
3. Prepare talking points
4. Ensure tech setup

During the Call

1. Focus on the conversation
2. Notetaker handles capture
3. No manual note-taking required

After the Call

1. Review AI analysis (when ready)
2. Record outcome promptly
3. Add any manual notes
4. Schedule follow-up if needed

State Transitions

Valid Transitions

scheduled ──▶ started ──▶ attended ──▶ completed
    │                         │
    │                         └──▶ (outcome recorded)
    │
    ├──▶ cancelled
    │
    └──▶ no_show

Transition Rules

Troubleshooting

Notetaker Didn't Join

1. Check meeting link is valid
2. Verify conference integration
3. Ensure meeting started
4. Check account status

Analysis Not Ready

1. Processing takes 5-15 minutes
2. Check call status
3. Recording must complete first
4. Try refreshing

Wrong Status

1. Check meeting actually occurred
2. Review calendar sync
3. Manually update if needed
4. Contact support if stuck

Next Steps

• AI Notetaker - How recording works
• AI Analysis - Understanding insights
• Recording Outcomes - Logging results