How to use Tldv to automatically capture and share meeting notes with your sales team

Keeping your sales team in sync is a pain. Nobody likes wrangling messy notes, and most folks forget to actually share what happened on a call. If you’re tired of losing track of customer details (or dreading another round of “Who’s got the meeting notes?”), this guide is for you.

We’re walking through exactly how to use Tldv to automatically capture, organize, and share meeting notes—no more dropped balls, no more busywork. This isn’t magic, but it is a smarter way to make sure your sales calls actually turn into action.

Step 1: Get Set Up with Tldv

Before you can automate anything, you’ll need a Tldv account. Here’s what to do:

  1. Sign up: Head to the Tldv site and create an account. The free plan is good for small teams or testing things out, but if you’re recording a lot of calls, you’ll want to check the limits.
  2. Connect your calendar: Tldv plugs into Google Calendar or Outlook. This is how it knows when to join your meetings.
  3. Install the browser extension (optional, but helpful): If you’re heavy on Zoom or Google Meet, the Chrome extension makes things smoother. It’s not required, but it does save you clicks.

Pro tip: Don’t try to shove Tldv into every single meeting. Start with your external sales calls—the ones where you really can’t afford to miss a detail.

Step 2: Set Up Tldv to Auto-Record Your Sales Calls

Nobody wants to remember to hit “Record.” Here’s how to make Tldv do it for you:

  1. Choose which meetings to record:

    • In Tldv, go to “Settings” > “Recording preferences.”
    • You can tell Tldv to auto-join all meetings, only those with certain keywords in the title (like “Demo” or “Sales”), or just meetings you manually add.
    • If you’re worried about privacy, start by recording only your client-facing meetings.

  2. Customize your recording message:

    • Tldv announces itself when it joins, so your guests know they’re being recorded. You can tweak this message if you want it to sound less robotic.
    • Laws around recording vary—don’t ignore this step if you’re talking to folks in California or the EU.

  3. Test it!

    • Do a dry run with a teammate. Make sure Tldv joins your meeting, records, and generates a transcript.
    • Check the recording quality and what gets transcribed. If it’s full of “umms,” don’t panic—Tldv’s AI can filter out filler words if you want.

What to skip: Unless you’re super paranoid, you don’t need to record every internal huddle. Focus on the calls where details matter.

Step 3: Set Up Automated Meeting Notes and Summaries

Here’s where Tldv starts to actually save you time.

  1. Enable automatic note-taking:

    • In Tldv, find the option for “AI meeting summaries” or “Automated notes.”
    • Turn it on for your key meeting types.
    • You can usually pick the level of detail: high-level summary, action items, questions asked, etc. If the default summary feels generic, try adjusting the settings or give it a little feedback—Tldv gets better the more you use it.

  2. Tag and organize notes:

    • You can add tags during the meeting (like “Objection,” “Pricing,” or a client’s name) to make searching easier.
    • Don’t go wild with tags; pick a handful that actually help you find things later.

  3. Review and edit (if needed):

    • Tldv’s summaries are pretty good, but no AI is perfect. Skim your notes after a call—especially if you’re about to send them out.
    • If something’s off, edit it. Trust me, it’s faster than writing everything from scratch.

Pro tip: Teach your team to add quick highlights in real time (“Action item: Send follow-up deck”). These stand out in the notes and make sharing a breeze.

Step 4: Share Meeting Notes with Your Sales Team—Automatically

This is the whole point: making sure everyone stays in the loop, no nagging required.

  1. Set up sharing workflows:

    • Tldv can email summaries, push them to Slack, or drop them in a shared Google Drive folder.
    • Go to “Integrations” in Tldv and connect the tools your team actually uses.
    • For Slack: Pick the right channel (like #sales-calls, not #general). You can customize what gets posted—full notes, just action items, or links to the recordings.

  2. Automate CRM updates (if you want):

    • If your team lives in Salesforce or HubSpot, Tldv can push meeting summaries and call transcripts straight into the right contact or deal record.
    • Be careful here: too much auto-posting can clutter your CRM fast. Start with just the summary or key highlights, not the whole transcript.

  3. Control access and privacy:

    • You don’t always want to share everything with everyone. Use Tldv’s permissions to limit who can see what.
    • For sensitive deals, keep notes private or share just with the relevant reps and managers.

  4. Train your team to actually read and use the notes:

    • Nobody reads a wall of text. Highlight action items, questions, and next steps.
    • If you’re getting crickets, ask your team what format actually helps them—don’t just blast out notes for the sake of it.

What to ignore: You don’t need every integration Tldv offers. Start simple—email or Slack. Add CRM sync later if your team actually wants it.

Step 5: Refine Your Workflow (and Avoid Common Traps)

You’ve got the basics running, but here’s how to keep things useful—not just automated for automation’s sake.

  • Check for “note overload”: If your team starts ignoring the notes, they’re probably too long or too frequent. Dial it back.
  • Spot-check accuracy: AI summaries are decent, but they still miss context or nuance—especially with industry jargon. Don’t blindly trust them for big deals.
  • Update your tags and sharing rules occasionally: What made sense in month one might be a mess by month six.
  • Don’t treat recordings as a crutch: Tldv is a backup, not a replacement for actually paying attention in sales calls.

Pro tip: Once a quarter, ask your team: “Are these notes actually helping?” If not, tweak your process. No shame in deleting stuff that’s not working.

Real Talk: What Works, What Doesn’t, and What to Ignore

  • What works: Tldv is great for capturing the basics—who said what, when, and what needs to happen next. It’s a lifesaver for onboarding new reps or catching up after vacation.
  • What doesn’t: Don’t expect AI notes to magically capture all the subtle stuff—like why a client hesitated or what wasn’t said. Human judgment still matters.
  • What to ignore: Most “advanced analytics” features. Unless you’re running a massive team, focus on getting the basics right: clear notes, easy sharing, no extra hassle.

Wrapping Up: Keep It Simple, Iterate Fast

You don’t need a perfect system—just one that keeps your team in sync without eating up your day. Start with the basics: record key sales calls, auto-generate notes, and share them where your team already works. Ignore the bells and whistles until you actually need them.

Most of all, don’t be afraid to tweak things as you go. The best workflow is the one your team actually uses. Keep it simple, and you’ll never go back to chasing down meeting notes again.