Getting Started

Getting Started

Follow this guide to configure your Aila organization, connect external platforms, and process your first call.

Setup Workflow

  1. Create Account: Register your organization.
  2. Connect Integrations: Link your CRM, calendar, and dialers.
  3. Capture Audio: Record or upload call audio.
  4. Evaluate & Coach: Review AI scores, extracted fields, and coaching feedback.

1. Create Your Account

  1. Open the Aila registration page.
  2. Enter your email address and set a password.
  3. Verify your email address from the confirmation message.
  4. Enter your organization name to complete registration.

2. Connect Your Integrations

Connect a CRM

Aila syncs transcripts, extracted metadata, and AI summaries to your CRM.

  1. Go to Settings > Connections.
  2. Select your CRM provider:
    • GoHighLevel: Sync contacts, opportunities, and custom fields.
    • HubSpot: Map Contact and Deal properties; write Notes, Calls, and Tasks.
    • Salesforce: Map leads, contacts, opportunities, and call logs.
    • Pipedrive: Route inbound calls and sync deal activities.
    • monday.com: Match items by phone number and update records.
    • Follow Up Boss: Log dialer calls and sync contact timelines.
    • Bonzo: Sync tasks, appointments, and contact records.
  3. Click Connect and authorize your account.

Connect Your Calendar

Connect Google Calendar or Microsoft Outlook to record scheduled video conferences automatically.

  1. Go to Settings > Connections.
  2. Click Connect Calendar.
  3. Authorize access to your Google or Microsoft account.
  4. Aila will automatically send recording bots to scheduled meetings.

Connect Phone Systems and Dialers

Ingest calls automatically from your softphone or dialer:

  • OpenPhone / Quo: Ingest calls via v3 or v4 webhook payloads.
  • Supported Dialers: Connect WAVV, Blink, ViciDial, Hey Pocket, Kixie, or Intermedia.
  • See the Phone Systems Guide for webhook endpoints and setup instructions.

3. Record Your First Call

Option A: Aila Desktop (Mac)

  1. Download and install Aila Desktop.
  2. Sign in with your Aila credentials.
  3. Grant microphone and system audio permissions.
  4. Aila Desktop captures audio from FaceTime, Zoom, Teams, and softphone apps.

Option B: Calendar Bot

  1. Schedule a meeting in your connected calendar.
  2. Include a Google Meet, Zoom, or Microsoft Teams link.
  3. The Aila bot joins the meeting at the scheduled start time.
  4. The system transcribes and analyzes the audio immediately after the call ends.

Option C: Chrome Extension

  1. Install the Aila Chrome extension.
  2. Join a web-based Google Meet or Zoom meeting.
  3. Click the Aila extension icon to start recording.
  4. Click Stop when the call ends to trigger processing.

Option D: Manual File Upload

  1. Navigate to Calls.
  2. Click Upload Call.
  3. Select an audio or video file (MP3, WAV, M4A, MP4).
  4. Enter call metadata (caller name, date, agent).
  5. Click Process Call.

Option E: Mobile Recording (iOS)

  • Use Aila for iPhone to record native phone calls on iOS 18.
  • Sync hardware recordings from Plaud devices via the mobile app.

4. Configure Quality Checklists

Define compliance criteria and score calls automatically.

  1. Navigate to Settings > Call Scoring.
  2. Click New Checklist Template.
  3. Add evaluation criteria (e.g., "Confirmed caller identity", "Explained fee structure").
  4. Assign scoring rules (Pass/Fail, Weighted Points, or Critical Fail).
  5. Save the template. Aila evaluates every new call against these rules.

See Call Scoring for full scoring details.

5. Configure Custom Datasets

Extract specific variables from transcripts and sync them to your CRM.

  1. Navigate to Settings > Custom Datasets.
  2. Click Add Field.
  3. Enter the field name and AI extraction prompt (e.g., "Loan Amount", "Target Close Date").
  4. Select the target CRM field mapping.
  5. Click Save.

6. Invite Team Members

  1. Navigate to Settings > Team & Subscription.
  2. Click Invite Team Member.
  3. Enter the user email address.
  4. Assign a user role:
    • Owner: Full system access, team management, and billing control.
    • Admin: Full system and team access; no billing access.
    • Manager: Access to team calls, coaching dashboards, and performance metrics.
    • Member: Access to personal calls, scores, and assigned coaching.
  5. Click Send Invitation.

Next Steps

  • Calls: Search, filter, and review call transcripts.
  • Coaching: Build coaching scorecards and track action items.
  • Performance: View team leaderboards and conversation metrics.
  • API Reference: Integrate Aila programmatically via REST API and webhooks.
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