If you’re tired of manually reviewing sales calls or chasing reps for call notes, this guide’s for you. Sales leaders and enablement folks: you want real insight from conversations, not another pile of dashboards you’ll never look at. This is a direct, no-nonsense walkthrough for setting up automated call analysis in Convin so your team actually gets value from their calls—without the busywork.
Here’s how to get automated workflows running, what’s worth your time, and what you can safely ignore.
Why Automate Call Analysis in the First Place?
Before we get into the weeds, let’s be honest: most sales teams record calls, but almost nobody listens to them afterward. Manual reviews are slow, subjective, and frankly, a huge drain. Automated call analysis tools promise to spot patterns, flag issues, and surface coaching moments instantly.
Are all those features as magical as the marketing suggests? Not quite. But with a focused setup, you can absolutely save hours and get better coaching data. Just don’t expect it to close deals for you—think of it as a smart assistant, not a replacement for good sales management.
Step 1: Get Your Tech Stack Sorted
Don’t skip this. If your call recordings aren’t flowing into Convin, nothing else matters.
- Check compatibility: Convin works with most major dialers (like Zoom, Teams, Salesforce, HubSpot, and others). Double-check your provider is supported.
- Recording settings: Make sure call recording is enabled organization-wide, and everyone knows their calls will be analyzed. (Legal and privacy check here—don’t get caught out.)
- Integrations: Set up integrations between your dialer/CRM and Convin. Usually, this is an admin-level task. Test it with a real call to make sure the audio and metadata show up.
Pro tip: Start with a pilot group before rolling out to the whole sales team. It’s easier to debug any issues on a small scale.
Step 2: Define What You Actually Want to Analyze
This is where most teams go wrong. Convin can analyze everything—including a lot you probably don’t care about. Don’t just turn on every feature. Focus on what moves the needle.
- Key moments: Do you want to track competitor mentions, pricing discussions, or objection handling?
- Script adherence: Are you rolling out a new pitch or qualifying script? Set up analysis to flag off-script moments.
- Talk ratios: Useful for coaching, but don’t obsess over it unless you see a real imbalance.
- Next steps and action items: Flag if reps are actually setting next steps on calls.
- Sentiment analysis: Take with a grain of salt. It’s fun to see, but don’t run your team based on an algorithm’s guess at “positivity.”
Pick 2–3 priorities. If you try to analyze everything, you’ll end up acting on nothing.
Step 3: Set Up Automated Workflows in Convin
Now for the main event. Automated workflows in Convin are basically a set of rules: “When X happens in a call, do Y.” Here’s how to set them up:
3.1 Access Workflow Automation
- Log into your Convin dashboard.
- Find the “Automation” or “Workflows” section (naming may vary, but it’s usually top nav or under “Settings”).
3.2 Choose a Trigger
Triggers tell Convin when to run a workflow. Common triggers: - New call recording uploaded - Call with specific keywords detected - Call duration exceeds X minutes - Low CSAT or negative sentiment flagged (use with caution)
Pick a trigger that aligns with your priorities from Step 2.
3.3 Set Your Conditions
You don’t want alerts for every single call. Set conditions to avoid noise: - Only trigger for calls over 10 minutes (to avoid one-ring dials). - Only trigger for deals in certain pipeline stages. - Only flag calls with decision-makers.
3.4 Choose Actions
Actions are what happens after a trigger: - Send a summary to Slack or email. - Assign a coaching task to a manager. - Tag the call in Convin for later review. - Push notes to your CRM.
Think about where your team already works. Don’t send them to another tool unless you have to.
3.5 Test Your Workflow
Run a real call through the workflow. Did it trigger? Did the right people get notified? Tweak until it works as expected. Don’t trust the “Success!” banner—verify with your own eyes.
Step 4: Fine-Tune for Your Team
Automated analysis is only as good as the rules you set up. After a week or so, check:
- Are you getting too many alerts? Tighten your conditions.
- Are important calls slipping through? Loosen filters, or add new triggers.
- Are reps or managers ignoring notifications? Move actions to where they’ll actually see them (Slack is usually better than email).
Pro tip: Ask your team what’s helpful and what’s noise. If nobody reads the automatic summaries, stop sending them.
Step 5: Use the Insights for Coaching—Not Policing
Convin will spit out a mountain of data: keywords, talk tracks, filler words, even “emotional tones.” Don’t drown in it. Use the insights as a starting point for real conversations with your reps.
- Pick one focus area per rep: Maybe it’s objection handling this month, next month it’s closing language.
- Share actual call clips: It’s way more effective than a report card.
- Automate what you can, personalize what matters: Let Convin flag the moments, but you decide what’s worth coaching.
What to ignore: Don’t obsess over filler words, talk ratio down to the decimal, or “positivity” unless it’s clearly tied to outcomes. Most of this stuff is just noise.
Common Pitfalls (and How to Dodge Them)
- Analysis paralysis: Too many alerts and too much data—nobody acts on anything. Start small.
- Ignoring the human factor: Automation can flag issues, but only people can fix them.
- Privacy blind spots: Make sure all participants (sellers and buyers) are aware of recordings, especially in regions with strict recording laws.
- Letting it gather dust: If nobody’s logging in or acting on the insights, rethink your workflows.
Real-World Examples: What Actually Works
- New Rep Onboarding: Use workflows to flag calls where new hires skip key discovery questions. Fast feedback, no manual review.
- Deal Risk Alerts: Set up triggers for calls with stalled deals, or when “pricing” is mentioned and no next step is set.
- Manager Coaching: Automatically assign a random call per week for each rep to their manager for review. Keeps it manageable and fair.
What doesn’t work? Daily summary emails nobody reads, or dashboards that try to show you everything at once. Keep it actionable.
Wrapping Up: Start Simple, Iterate Often
Automated call analysis can absolutely give your sales team an edge—but only if you keep it practical. Ignore the shiny features you don’t need. Start small, get feedback, and adjust. The goal isn’t to micromanage every call; it’s to get better at what counts.
Don’t wait for the “perfect” setup. Get the basics running, see what your team actually uses, and build from there. If you keep things simple and focus on action, you’ll actually see results—without drowning in data.