All levels
Your Focus: Post Call Admin
Turn every call into an accurate CRM update and a recap email within minutes, and check both against what was actually said.
Post call admin means the CRM update and the recap email happen right after the call, from the transcript or your notes, not days later from memory. AI drafts both; you check every next step, date and commitment before anything is saved or sent. To move up one level, shorten the gap between the call and the update, then add the check. This page shows what each answer looks like, how to tell which one is yours and a 30 day plan to move up one step.
In 30 seconds
- The question: "What happens after a sales call?" Four answers, scored 0 to 3.
- Your results tip: "After your next call, put the transcript into your approved workspace and ask for a CRM update and a recap email. Check every next step and date against the call before you send."
- What moves you up is speed plus checking. A fast summary with a wrong date is worse than a slow one.
- Transcripts are customer data. They stay in your company approved workspace.
- The plan: one step up in 30 days, a few minutes after each call, then retake the assessment.
The four levels of post call admin
Scroll sideways to see the whole table.
| Score | Your answer | What a week looks like | What usually keeps you here |
|---|---|---|---|
| 0 of 3 | "I update the CRM later, from memory, when I get to it." | Updates pile up until Friday, and details blur between calls | The next call always starts before the last one is written up |
| 1 of 3 | "I type notes during the call and clean them up afterward." | Notes are detailed, but typing pulls your attention from the buyer, and cleanup still takes time | Notes feel like the update, so the CRM gets the raw version |
| 2 of 3 | "I use AI to turn my notes or the transcript into a summary." | A clean summary minutes after each call | A summary isn't a CRM update. Fields, next steps and the recap still get done by hand, and nobody checks the summary against the call |
| 3 of 3 | "I turn the transcript into a CRM update and a recap email in minutes, and check both against what was actually said." | Each call ends with fields ready to paste, a recap ready to send and a quick check of every commitment | Nothing yet. The risk is trusting a smooth summary that drops one small commitment |
What changes between levels is what comes out of the call. At 0, a memory. At 1, raw notes. At 2, a summary. At 3, the exact things your CRM and your buyer need, checked against the call.
Where you probably are
- Check your results screen. Your bar for this area shows your score. That number is your level here.
- Know the tie rule. Post call admin is ninth of ten when scores tie. If it's in your three, you probably scored lower here than in most areas.
- Match your profile.
Scroll sideways to see the whole table.
| Your profile | Likely answer here | What it usually means |
|---|---|---|
| Curious Starter (0 to 9) | 0 or 1 | Update the CRM the same day, with AI cleaning up your notes |
| Occasional Experimenter (10 to 17) | 1 | Let AI turn your notes into a summary, so you can listen more on the call |
| Capable Practitioner (18 to 24) | 2 | Turn the summary into CRM fields and a recap, then check them |
| AI Power Seller (25 to 30) | 3 | Save the prompt as a template with your CRM's exact fields |
Your move up one level
From 0 to 1: same day, every time
Target answer: "I type notes during the call and clean them up afterward." Block five minutes after each call on your calendar. Write the next step, its date and who owns it before you do anything else.
From 1 to 2: let AI do the cleanup
Target answer: "I use AI to turn my notes or the transcript into a summary." Paste your notes or the transcript into your company approved workspace and ask for a summary under fixed headings. Take lighter notes on the call and listen more.
From 2 to 3: fields, recap and a check
Target answer: "I turn the transcript into a CRM update and a recap email in minutes, and check both against what was actually said." Ask for your CRM's fields, not a summary, plus a recap email. Then check every next step, date, amount and name against the transcript. AI for Sales Call Notes walks through it.
Already at 3: make it a template
Your advanced tip: "Save your call summary prompt as a template with your CRM's exact fields so every update comes out ready to paste."
Example: Nadia, closing rep at Ramplight (fictional rep and company)
Nadia answered 2: a clean AI summary after each call, then fields typed by hand. In week 2 she switched to asking for her CRM's fields plus a recap email. In week 3 she added the check. On a call with Harlow Medical Supply (also fictional), the draft recap said "We'll send pricing by Friday." The transcript said Harlow would send its current vendor list by Friday, and pricing would follow after that. Nadia fixed the recap before sending. A smooth summary had swapped who owed what. Your calls will differ. Check commitments first.
Your 30 day plan
Your results screen gives this area one tip. This page turns it into a month, so every call ends with an accurate update.
Scroll sideways to see the whole table.
| Week | Focus | What to do | Done when | Time |
|---|---|---|---|---|
| 1 | Close the gap | Update the CRM within an hour of every call this week, even if it's rough. Note the next step, date and owner first | No call left without an update by end of day | 5 minutes per call |
| 2 | Fields, not summaries | Use the CRM update prompt below after each call. Paste the fields into your CRM | Every update this week came from the prompt | A few minutes per call |
| 3 | Add the recap and the check | Add the recap email. Before saving or sending, check every next step, date, amount and name against the transcript or notes | Every recap checked, and one error caught or none found | A few minutes per call |
| 4 | Template it | Save the prompt with your CRM's exact field names. Time one full update. Retake the assessment | A saved template and a timed update | About 20 minutes |
Prompts for post call admin
Prompt
Week 2: CRM update from a call
Here's the transcript (or my notes) from a {call type} with {company}. Fill in these CRM fields using only what was said:
- Summary (3 sentences)
- Buyer's stated priorities, in their words
- Next step, its date and who owns it (us or them)
- Decision makers and their roles mentioned
- Risks or open questions
- Stage change suggested, with the reason
If something wasn't discussed, write NOT DISCUSSED. Don't guess.
<transcript>
{paste transcript or notes}
</transcript>Prompt
Week 3: recap email plus a commitment check
From the same call, draft a recap email to {name} under 120 words: what we heard, what we agreed and the next step with its date. Then, separately, list every commitment in the call as a table: who committed, what, by when and the exact quote from the transcript.
Mark any commitment where the quote doesn't clearly say who or when as UNCLEAR. Don't add commitments that weren't said.Check the table against the email before you send. Fix the email, not the table.
Prompt
Week 4: build your template
Here are my CRM's field names and the format each one needs (dropdown values, date format, character limits). Rewrite my week 2 prompt so the output matches these fields exactly and in order, ready to paste. Keep the NOT DISCUSSED rule.
<fields>
{paste your field names and formats}
</fields>Try it now
Your first 15 minutes
- Pick your most recent call with a transcript or notes.
- In your company approved workspace, run the week 2 prompt.
- Run the week 3 commitment check.
- Compare the commitments with your memory of the call, then update the CRM.
Your post call admin checklist
0 of 7 done
Ticks are saved in this browser only.
Key idea
The smoother the summary, the easier it is to miss the one commitment it got wrong. Check who owes what.
Retake the assessment
Retake it at day 30 and answer from what you did. One step up here adds one point to your total.
Free assessment
Frequently asked questions
Can AI update my CRM directly?
Some tools and CRMs can, if your company has set it up and approved it. Start with drafts you paste yourself, so you see every change. Move to suggested updates you approve one at a time only after the drafts are reliably right.
What if I don't have a transcript?
Use your notes. Take them in short phrases and let AI clean them up. The check still applies: compare the draft with your notes, not your memory.
Why check the recap if the transcript is accurate?
Because the summary can still swap who promised what, or turn "next month" into a specific date. The transcript is right; the summary of it may not be.
How long should the update take?
A few minutes per call once your template is set. Time one in week 4 so you know your own number.
AI for Sales Certification
Close the gap after your next call
10 self paced sessions, an optional weekly live class and a graded capstone, all practiced on your own accounts. Membership is $50 a month. Add the $250 certification when you're ready.
Not sure where to start? Take the 2 minute assessment