Calls

Calls is the core screen of TopClosers: every recorded sales call shows up here with its closer, its length, its business result and its score. There is nothing to upload by hand — as soon as a closer’s recorder is connected, their recordings arrive on their own, usually a few minutes after the call ends.

What it is

The calls list is the full record of your agency’s recorded selling activity. Each row is a recording that already reached TopClosers with its transcript, was attributed to a closer, and was scored against the active sales manual.

What you see depends on your role: the agency owner sees every call on the team; a closer sees only their own, always, with no way to widen that scope.

Nothing to upload

There is no “upload recording” button. Calls arrive through each closer’s recorder — Fathom or Bluedot. If a call never shows up, the problem is in the recorder connection, not on this screen.

What you see

The period summary

Four tiles at the top summarize the activity of the selected period:

Tile	What it counts
On calendar	Appointments booked in the period.
Cancelled	Cancelled appointments, with the cancel rate.
Live calls	Calls that actually happened, with the show rate.
Closes	Deals won in the period.

The summary has its own period selector — Today, Week, Month and All — independent from the filters on the list below. Changing it does not change which calls are listed: it only recalculates the four tiles.

The summary respects your scope: if you are a closer it counts only your activity; if you are the owner and have filtered by one closer, it counts only that person’s.

The list

Each row shows:

• Call — the name of the recording.
• Closer — who ran it, or “Unassigned” when we do not know yet.
• Date and Length.
• Result — the business result recorded for it.
• Amount — the deal amount, when there was a sale.
• AI analysis — the analysis status or, once analyzed, the score.

Clicking an analyzed call expands the row into a preview: the analysis summary, the strongest phase, the weakest one, the result and the lead temperature, with a link to the full analysis.

Filters

The agency owner gets three filters that combine on the list:

• Closer — everyone, or one specific person.
• Status — any of the statuses in the table below.
• Date range — last 7, 30 or 90 days, or all time.

Filters are reflected in the page address, so you can bookmark or share a specific view with a member who is allowed to see it.

A closer needs no closer filter: their list is already limited to their own calls.

The statuses of a call

Status	What it means
Needs attention	The recording arrived, but we do not know which closer ran it. Analysis is on hold until it is assigned.
Waiting for analysis	We know whose call it is. Scoring is about to start.
Analyzing	The AI is scoring the conversation against the manual. It usually takes a couple of minutes.
Analyzed	There is an overall score, per-phase scores, strengths, improvements and key moments.
Analysis failed	Something went wrong while scoring. The recording and transcript are safe; the owner can retry.

Tip

Statuses move forward on their own. You only need to step in twice: when a call needs attention (it has no closer) and when the analysis fails (just retry it from the call).

What each role sees

Action	Owner	Closer
See every call in the agency	Yes	No — only their own
Filter by closer, status and dates	Yes	No closer filter
Assign or change the closer of a call	Yes	No
Rename a call	Yes	No
Record the business result	Yes	Yes, on their calls
Exclude a call from grading	Yes	Yes, on their calls
Re-run the analysis	Yes	No
Link the call to an appointment	Yes	No
Delete a call	Yes	No

Resolving a call with no closer

When the email a recording arrived on does not match any team member, TopClosers does not guess: it parks the call in a highlighted block at the top of the list that only the agency owner sees. It tells you how many calls are waiting and why (the recording email is not on your team, or it arrived with no email at all).

1. Open Calls and find the notice about calls that need your attention.
2. Click Assign closer on the call in question.
3. Pick the team member who was on that call.
4. As soon as you assign it, the analysis starts automatically.

No recording is ever lost this way: it waits, transcript intact, until someone assigns it. The cause is almost always the same — the invite email does not match the recorder email. It is explained in Team and roles.

Actions on a call

Rename

The owner can give a call a clearer name. It only changes how it shows in TopClosers; the original recording is untouched.

Record the result

Closed, awaiting payment, 2nd call, follow up or lost. This is what turns activity into measurable business.

Don't grade

Leave a call held under special conditions out of the score, without deleting it or distorting cash.

Delete

Removes the call and its analysis from TopClosers. The recording in the recorder is not affected.

Recording the result of a call

The result is what connects a conversation to money. Any member can record it on a call they can see, straight from the list.

The available results are Closed, Awaiting payment, 2nd call, Follow up and Lost.

When the result is a sale — closed or awaiting payment — you can also add:

• The product sold, picked from the agency’s products.
• The amount of the deal.
• The payment type: cash, financed or subscription.

Choosing product and amount is what makes the closer’s commission computable, and it feeds the funnel in statistics. With no product, that sale pays zero commission.

Caution

“Awaiting payment” means sold but not cashed. It is a real distinction in cash reporting: use it instead of marking “Closed” too early.

Excluding a call from grading

Sometimes a call should not be scored: it was an internal demo, it dropped after two minutes, or it happened under conditions that do not represent your sales process. That is what Don’t grade is for.

When you exclude it:

• Its score is hidden and a Not graded label appears.
• It stops counting toward team averages, rankings and the closer’s score evolution.

What does not change:

• It still counts toward cash, results and call volume.
• The analysis and feedback remain available; they simply do not score.

You can reverse it any time with Grade this call: the score comes back, along with its effect on averages and rankings.

Deleting a call

Deleting permanently removes the call from TopClosers along with its analysis and scores. The recording in Fathom or Bluedot is not affected. The action cannot be undone, so for calls you merely want out of the score, use Don’t grade instead of deleting.

Things to keep in mind

• The list shows the most recent calls. To reach older ones, combine the date filter with the closer or status filter.
• A call arrives with its transcript; the analysis is a later, automatic step. Seeing “Analyzing” for a couple of minutes is normal.
• The link to an appointment is optional: the analysis never waits for it. It only enriches result reporting.
• On the Free plan, ingesting and analyzing new calls is limited. See Plans and billing.

Best practices

• Record the result the same day. It is the data that ages worst and the one holding up commissions and statistics.
• Empty the “needs attention” block every week. While a call waits for a closer it is not scored and counts for nobody.
• Use “Don’t grade” with judgement, not as a bin. Excluding too many calls turns team averages into noise.
• Rename the calls you plan to use in training. A clear name saves explanations when you review a call with the team.
• If a call never appears, check the closer’s recorder in Integrations first, then Common issues.