Conversation Recording & CRM RAG

Record in-person conversations, meetings, and phone calls, automatically transcribe them, link them to CRM contacts/deals, and feed them into the RAG knowledge base so AI agents have full relationship context.

Recording Sources

Source	How	Tech Stack
Phone calls	Auto-record Twilio calls (with consent)	Twilio Recording API > GCS > STT
In-person meetings	Mobile app recording (mic)	Device mic > GCS > STT
Video meetings	Google Meet, Zoom integration	Meet/Zoom API > GCS > STT
Voice memos	Quick capture in Founder app	Device mic > GCS > STT
Web chat	Already captured in Minerva logs	Existing Minerva pipeline
SMS/Email	Already captured in Minerva channels	Existing Minerva pipeline

Transcription Pipeline

Audio/Video
    |
    v
GCS Upload
    |
    v
STT Service (Whisper/Gemini)
    |
    v
Transcript
    |
    +---> Speaker Diarization (who said what)
    +---> Entity Extraction (names, companies, amounts, dates, action items)
    +---> Sentiment Analysis (Apollo)
    +---> Summary Generation (Saturn)
    +---> CRM Linking (auto-match speakers to contacts)
    +---> RAG Indexing (Vectorize)

STT Options

Tier	Provider	Cost	Quality
Free	Cloudflare Workers AI Whisper	FREE	Standard
Standard	Google Cloud Speech-to-Text v2	Per-minute pricing	High
Premium	Gemini multimodal (audio input)	Token-based	Best

CRM Context Enrichment

Auto-Linking

• Phone calls: Match caller ID to contact database, auto-link to contact + deal
• Meetings: Match attendees from calendar invite to contacts
• In-person: Founder tags contact(s) when starting recording, or AI suggests from speech

Contact Timeline

Every recording is linked to CRM entities and becomes a queryable part of the contact timeline:

Jane Smith (Acme Corp) -- Contact Timeline

2026-02-27  Phone Call (12 min)
            Discussed pricing for Q3 renewal
            Action Items: Send updated proposal, schedule follow-up
            Sentiment: Positive (0.82)

2026-02-25  Email -- RE: Partnership Opportunity

2026-02-22  In-Person Meeting (45 min)
            Product demo at their office
            Key Topics: Integration requirements, timeline, budget
            Sentiment: Neutral (0.61)

2026-02-20  SMS -- Confirmed meeting time

2026-02-15  Video Call (30 min)
            Initial discovery call
            Summary: Interested in Restaurant + Voice Agent products

RAG Integration

All conversation data is indexed in Vectorize for AI agent retrieval:

RAG Indexes

Index	Content
crm-conversations	Full transcripts, chunked by topic/speaker turn
crm-contacts	Contact profiles enriched with conversation summaries
crm-deals	Deal context with all related conversations

Agent Access

Agent	How They Use CRM RAG
Diana	"What did we discuss with Acme Corp last week?"
Fortuna	"What's the status of the Acme renewal?"
Saturn	"Prep me for my call with Jane at Acme"
Minerva	"What are common objections from restaurant prospects?"

Privacy & Consent

Recording Consent

Recording requires explicit consent. Configuration varies by jurisdiction.

Jurisdiction Type	States/Regions	Requirement
One-Party Consent	38 US states	Notification only — one party (your side) must consent
Two-Party Consent	CA, CT, FL, IL, MA, MD, MI, MT, NH, NV, PA, WA	All parties must explicitly consent before recording
International	EU (GDPR), UK, Canada, Australia	Varies — generally requires explicit consent + data processing basis

Compliance Features

• Auto-Detection: System detects jurisdiction from phone area code or location settings
• Consent Prompts: Two-party states auto-prompt for consent before recording starts
• Opt-Out: Per-contact opt-out for no recording
• Retention Policies: Configurable retention periods with automatic deletion
• Right to Deletion: GDPR/CCPA compliant data export and deletion
• Encryption: All recordings encrypted at rest (GCS) and in transit
• Access Control: Only founder + authorized roles can access recordings

Recording UI

Quick Record Button

A floating action button in the Command Center:

1. Tap "Record"
2. "Who is this with?" — Select contacts
3. Recording starts with consent check
4. Stop — Auto-transcribe + link to CRM

Meeting Recorder

Within any AI conversation thread:

"Rex, record this meeting" — Starts recording with real-time transcription, action item extraction, and summary posted to thread.

Database Schema

conversation_recordings (
  id STRING(36),
  org_id STRING(36),
  type STRING(20),           -- 'phone', 'in_person', 'video', 'voice_memo'
  source STRING(50),
  contact_ids JSON,
  deal_id STRING(36),
  duration_seconds INT64,
  audio_url STRING(500),
  transcript_url STRING(500),
  transcript_text STRING(MAX),
  summary STRING(MAX),
  action_items JSON,
  sentiment_score FLOAT64,
  speaker_diarization JSON,
  consent_status STRING(20),
  created_at TIMESTAMP
) PRIMARY KEY (org_id, id)

API Endpoints

Endpoint	Method	Description
/api/v1/agent/founder/recordings/upload	POST	Upload audio + metadata
/api/v1/agent/founder/recordings	GET	List recordings (filter by contact, deal, date)
/api/v1/agent/founder/recordings/{id}	GET	Recording detail with transcript
/api/v1/agent/founder/recordings/{id}/transcript	GET	Full transcript with diarization
/api/v1/agent/founder/recordings/{id}/link	POST	Link recording to contact/deal
/api/v1/agent/founder/contacts/{id}/timeline	GET	Full interaction timeline
/api/v1/agent/founder/crm/search	GET	RAG-powered semantic search

Related Documentation

• Olympus Founder — Product overview
• Recording API Reference — Recording endpoints
• Production-Ready Standards — Recording consent compliance (Section 13)