Step-by-step setup

This is the full path, in the order that works. Each step unlocks the next one: without a manual there is nothing to score against, without invited closers there is nobody to credit calls to, and without a connected recorder no recording ever arrives. Skip a step and your first call just sits there waiting.

Budget around 30-40 minutes the first time. Steps 1 to 4 are mandatory; steps 5 and 6 are what make outcomes and commissions calculate themselves.

Before you start

Have your sales manual PDF ready and the list of your closers’ emails — the same email each of them records their calls with. That is the one detail that prevents the most problems.

The steps

1. Create the agency and pick its language

   Sign up at app.topclosers.ai with your name and your agency’s name. In the same form you pick the feedback language.

   That language is not just the interface language: it is the language the AI writes everything it generates for your agency in — each call’s coaching report (summary, criteria, strengths and improvements), the coaching email your closers receive, and the rubric that comes out of your sales manual.

   We email you a one-time sign-in link. When you open it, your workspace is created and you land on the Dashboard.

   You can change the language later under Manage → Agency. Reports that are already generated keep the language they were written in; the change applies to the next ones.

   Pick your team’s language, not yours

   If your closers sell in Spanish, leave the language in Spanish even if you browse in English. They are the ones who read the coaching.

2. Upload your sales manual and review the rubric

   Go to Manage → Manual and upload the document that describes how your team sells. PDF, plain text (.txt) and Markdown (.md) are supported, up to 20 MB. Give it a short title your team will recognize.

   The AI reads it and prepares your rubric: the sections every call is scored on. There are two kinds:

   • Sales phases — the stages in order (opening, discovery, presentation, closing…). Each one is evaluated over its stretch of the conversation.
   • General criteria — standards that don’t belong to a specific phase and are evaluated over the whole call: tone, methodology, who talks more, closing discipline and follow-up.

   Each section has a weight — its share of the total score — and its success criteria. The weights of all sections must add up to 100%.

   Review the proposal section by section before saving: nothing determines the quality of the feedback more than this. Criteria are written one rule per line, as observable behaviours:

   +3 pt: asks at least two open questions about the current situation before pitching anything.
   +2 pt: quantifies the cost of the problem with a figure the prospect gives themselves.

   When you are happy with it, hit Save rubric. From then on new calls are scored with it. You can replace the manual whenever you want: it is stored as a new version, and calls that were already scored keep referencing the version they were evaluated with.

   The full detail is in Sales manual.

3. Invite your closers

   Go to Manage → Team and invite each closer by email. They get a link to create their account and land straight in your agency with the closer role, seeing only their own calls and feedback.

   The invitation email is the key

   Invite each closer with the same email they use in their call recording tool. That email is what links a recording to a person. If it doesn’t match, their calls still come in but sit under Needs attention and you have to assign them by hand, one by one.

   If email sending is configured, the invitation goes out automatically. Either way you can copy the invitation link and send it yourself through whatever channel you use. Pending invitations are listed on the same screen and you can cancel them.

   Removing a closer revokes their access immediately, but their past calls and analyses stay in your workspace.

   More detail in Team.

4. Each closer connects their recorder

   This step is done by each closer in their own account, under Manage → Integrations. It is the only management screen closers can see, precisely because of this.

   Each person records with a single tool: Fathom or Bluedot. Don’t connect both for the same person.

   • Fathom — you connect it by pasting that Fathom account’s API key. TopClosers sets up automatic syncing and also lets you import the last 7 days of recordings. Guide: Fathom.
   • Bluedot — records without putting a bot in the meeting. It is set up the other way around: you copy your webhook address from TopClosers, add it as an endpoint inside Bluedot and paste its signing secret back. It does not support importing history. Guide: Bluedot.

   From that moment on, every new recording shows up under Calls with its transcript and is scored on its own, usually a few minutes after the meeting ends.

   Closers don’t have to do anything else

   Once the recorder is connected, a closer only has to sell. They upload nothing, start no analysis and never touch the rubric.

   A comparison of the two options is in Integrations.

5. Connect the CRM or calendar

   The agency owner does this once for the whole agency, also under Manage → Integrations.

   • GoHighLevel — your CRM. Connecting opens GoHighLevel so you can approve access to the sub-account (location) where your team books appointments. It syncs booked appointments, shows, no-shows and outcomes. Guide: GoHighLevel.
   • Calendly — your scheduling tool. Connecting asks you to approve access to the account your team books meetings in, and then you choose which event types count as sales calls. Guide: Calendly.

   Right after connecting we offer to import your recent appointments so your team sees a populated calendar from day one. From then on everything comes in on its own.

   This step is optional for scoring calls, but it is what makes the appointment funnel, show rates and outcome tracking possible in Statistics and Appointments.

6. Define your products and commission rules

   Go to Manage → Products and create what your agency sells. Each product carries:

   • a default price, which fills in automatically when a sale is recorded and can be changed on each one;
   • a commission rule, which can be a percentage of the price or a fixed amount.

   When a closer marks a call as closed and picks the product, the commission is calculated with that rule and frozen onto the call. Editing the product afterwards does not change commissions that were already generated.

   With this in place, Commissions stops being a spreadsheet: each closer sees what they have collected and what they have earned. Detail in Products and Commissions.

7. Make the first call and read the first analysis

   Record a real call the way you always do. When it ends:

   1. Wait a few minutes and open Calls.
   2. The call shows up and moves from Waiting for analysis to Analyzing and then to Analyzed.
   3. Open it: you’ll see the overall score, each section’s score with its weight, what went well, what to improve, the objections and the key moments with their timestamps, next to the full transcript.
   4. Record the call’s outcome (closed, pending payment, second call, follow up or lost) and, if there was a sale, the product and the amount.

   If the call shows up as Needs attention, the recorder’s email didn’t match any member: assign the right closer from the list and scoring starts automatically.

   How to read the report, section by section, is in Call analysis.

Checklist

Before you call the setup done, go through this:

• The agency language is the language you want your team’s coaching in.
• The manual is uploaded and the rubric reviewed, with weights adding up to 100%.
• Every closer is invited with the email they record with.
• Each closer has one recorder connected (just one, Fathom or Bluedot).
• The CRM or calendar is connected and shows the connection as active.
• Your products are created with their commission rule.
• You have an active subscription or your free trial running — on the Free plan no call is imported or analyzed. See Plans and billing.
• The first call shows up as Analyzed and its feedback makes sense for your process.

If something doesn’t add up

The most common cause of a call that doesn’t arrive or doesn’t get credited is an email mismatch between the invitation and the recorder. Start there, then check Common issues. Inside the product you also have Help, the AI assistant, and you can open a support ticket from your user menu — Account and support.

From here on

With the agency running, what pays off is the weekly routine: reviewing Coaching closer by closer, looking at the Objections that repeat the most to reinforce your talk tracks, and using Statistics to see whether the average score is rising at the same time as cash collected. When your sales process changes, update the manual: the rubric is versioned and old calls keep theirs.