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You’re a product person at a small team. You’ve done maybe 1-2 user interviews, but the insights live in scattered notes that nobody looks at. You want to understand what customers actually need, but analyzing conversations manually takes hours you don’t have. This guide shows you how to record 5 customer calls and get real insights in 30 minutes—not 30 hours.

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What You’ll Achieve

By the end of this guide, you’ll have:
  • ✅ 5 customer calls recorded and transcribed
  • ✅ Patterns identified across conversations (what 4/5 customers mentioned)
  • ✅ Visual dashboard showing top problems and requests
  • ✅ Data-backed decisions instead of gut feel
  • ✅ Shareable insights for your team
Time commitment: 30 mins setup + your normal interview time. Analysis that used to take 5 hours now takes 15 minutes.

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Prerequisites

BuildBetter account (sign up at buildbetter.ai)
3-5 customer calls scheduled OR recordings from past calls
Using Zoom, Google Meet, or Microsoft Teams (or have audio/video files to upload)

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Step 1: Get Your Data In (10 minutes)

You have three options to start recording calls. Pick what works for you: Connect your calendar so BuildBetter automatically joins your customer calls. [screenshot: Settings > Integrations page showing Google Calendar and Outlook options]
1

Connect Your Calendar

  1. Go to Settings → Integrations
  2. Click Connect next to Google Calendar or Outlook
  3. Authorize BuildBetter to read your calendar
[screenshot: Calendar connection success screen]
2

Set Up Recording Rules

  1. Go to Settings → Organization → Bot Recording Rules
  2. Click Create Rule
  3. Set filter: “Event title contains” → type “customer” or “user interview”
  4. Save rule
[screenshot: Bot recording rules configuration showing a rule for “customer” in title]
This tells BuildBetter to only join calls with “customer” or “user interview” in the title. It won’t join your internal standups.
3

Verify Upcoming Calls

  1. Go to Home page
  2. Check Upcoming Calls section
  3. Confirm your customer calls appear in the list
[screenshot: Home page with upcoming calls widget showing 3 scheduled customer interviews]That’s it! BuildBetter will auto-join these calls.

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Option B: Manual Recording (For One-Off Calls)

For calls not on your calendar, join them manually.
1

Get Meeting Link

Copy your Zoom/Meet/Teams link from the calendar invite
2

Add to BuildBetter

  1. Click Upload button (top right)
  2. Select Join Call
  3. Paste the meeting URL
  4. Click Join Meeting
[screenshot: Join call dialog with meeting URL field]The BuildBetter bot will appear in your call as a participant.

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Option C: Upload Past Recordings

Have recordings from previous calls? Upload them now.
1

Access Upload

Click Upload button in the top navigation[screenshot: Upload button highlighted in navigation]
2

Upload Files

  1. Drag and drop your audio/video files (or click to browse)
  2. Supported: MP3, MP4, WAV, M4A, MOV
  3. Max size: 5GB per file
[screenshot: File upload drag-and-drop interface]
3

Add Details

  • Title: “Customer Interview - [Company Name]”
  • Date: When the call happened
  • Click Upload
[screenshot: Upload form with title and date fields filled]
Processing takes 10-30 minutes for hour-long recordings. You’ll get an email when it’s ready.
What happens next? BuildBetter automatically:
  • Transcribes the audio
  • Identifies speakers
  • Extracts insights (problems, feature requests, questions)
  • Makes everything searchable

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Step 2: Explore Your First Insights (5 minutes)

After your first call is processed, let’s see what BuildBetter found. [screenshot: Calls & Recordings page showing a processed call with transcript and signals]
1

Open a Processed Call

  1. Go to Calls & Recordings
  2. Click on your first customer call
  3. You’ll see the full transcript with timestamps
[screenshot: Call detail page showing transcript on left, summary on right]
2

Review Auto-Extracted Signals

Scroll down to the Signals section on the call page.[screenshot: Signals section showing 8 signals extracted from a call, with types like “Problem”, “Feature Request”, “Question”]Each signal shows:
  • Type: Problem, Feature Request, Question, Praise, etc.
  • Summary: What the customer said (in their words)
  • Sentiment: How they felt about it (😊 positive, 😐 neutral, 😣 negative)
  • Severity: How urgent (🟢 minor, 🟡 important, 🔴 critical)
  • Quote: Exact customer quote with timestamp link
Click the timestamp on any signal to jump to that exact moment in the recording.
3

Understand Signal Types

BuildBetter automatically categorizes feedback:
  • 💡 Feature Request: “I wish I could…”
  • 🐛 Problem/Bug: “This doesn’t work…”
  • 😤 Complaint: “I’m frustrated by…”
  • 🎉 Praise: “I love that…”
  • ❓ Question: “How do I…”
  • 🎯 Need: “What I’m trying to do is…”
No tagging needed—it’s automatic.
After 2-3 calls, you’ll start seeing patterns. Let’s find them.

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Step 3: Find Patterns Across Calls (10 minutes)

Now you have 3-5 calls recorded. Time to find what customers are really telling you.
1

Go to Signals Page

Click Signals in the left navigation[screenshot: Signals page showing all signals from multiple calls in a list view]You’ll see ALL signals from ALL your calls in one place.
2

Filter for Problems

Use the filter to focus on customer problems:
  1. Click Filter button
  2. Under Signal Type, select Problem
  3. Click Apply
[screenshot: Signals filter panel with “Problem” type selected]Now you see ONLY problems customers mentioned across all 5 calls.
3

Sort by Common Themes

Look for patterns:Example: You might see:
  • “Onboarding is confusing” (mentioned in 4/5 calls)
  • “Export doesn’t work” (mentioned in 3/5 calls)
  • “Need mobile app” (mentioned in 2/5 calls)
If 3+ customers mention the same thing unprompted, it’s a real pattern—not a one-off request.
4

Try Natural Language Search

BuildBetter understands plain English. Try:Type in the search: “pricing concerns”[screenshot: Search bar with “pricing concerns” typed, showing filtered results]It finds all signals related to pricing, even if customers used different words like “cost”, “too expensive”, “budget”, etc.
Key Insight: You’ve just done in 10 minutes what used to take 5 hours of manual note review.

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Step 4: Create Your First Dashboard (5 minutes)

Make your insights visual and shareable.
1

Go to Clustering

Click Clustering in the left navigation[screenshot: Clustering page showing signal analytics workspace]This is BuildBetter’s visualization workspace.
2

Create a Simple Dashboard

  1. Click Customize Dashboard (top right)
  2. You’ll enter edit mode
[screenshot: Dashboard in edit mode with “Add Card” options]
3

Add 'Top Problems' Chart

  1. Click Add Card
  2. Select Bar Chart
  3. Configure:
    • Data Source: Signals
    • Filter: Signal Type = “Problem”
    • Group By: Topic/Theme
    • Title: “Top Customer Problems”
  4. Click Add
[screenshot: Bar chart configuration panel]You’ll see a chart showing which problems were mentioned most.[screenshot: Bar chart showing “Top Customer Problems” with bars for different issues]
4

Add 'Feature Requests' Chart

Repeat for feature requests:
  1. Add another Bar Chart
  2. Filter: Signal Type = “Feature Request”
  3. Title: “Most Requested Features”
[screenshot: Dashboard with 2 charts - Problems and Feature Requests side by side]
5

Save & Share

  1. Click Save Dashboard
  2. Copy the URL from your browser
  3. Share link with your team in Slack
Anyone in your workspace can view this dashboard. It updates in real-time as you add more calls.
Now you have: A live, visual dashboard that updates automatically as you do more interviews.

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Step 5: Ask Questions with AI Chat (5 minutes)

BuildBetter’s AI can answer questions about your calls instantly.
1

Open Chat

Click Chat in the left navigation[screenshot: Chat interface with empty conversation]
2

Ask Your First Question

Try this: “What are the top 3 customer problems based on my recent calls?”[screenshot: Chat response showing AI-generated list of top 3 problems with quotes and citations]The AI will:
  • Analyze all your calls
  • Identify the most-mentioned problems
  • Show you exact customer quotes
  • Cite which calls they came from
3

Follow Up Questions

Keep asking:
  • “What should I build first?”
  • “Which customers mentioned onboarding issues?”
  • “Are there any quick wins I could fix?”
[screenshot: Multi-turn conversation in Chat showing follow-up questions and answers]
4

Generate a Summary Document

  1. After the AI responds, click Generate button
  2. Select Generate Document
  3. Choose template: “User Research Summary”
  4. Click Generate
[screenshot: Generate document dropdown with template options]You’ll get a formatted document you can share with your team or stakeholders.[screenshot: Generated document showing “User Research Summary - Week 1”]

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Real Example: Sarah’s First Week

Before BuildBetter:
  • Did 5 user interviews
  • Took messy notes
  • Insights scattered across Google Docs
  • Took 6 hours to write summary
  • Team didn’t read it
With BuildBetter:
  • Same 5 interviews, auto-recorded
  • 15 minutes to review signals
  • Created dashboard in 5 minutes
  • Shared live link in Slack
  • Entire team saw insights in real-time
  • Total time saved: 5+ hours
Key insight discovered: 4/5 users mentioned the same onboarding problem in different ways. Sarah’s team fixed it the next sprint. NPS went up 12 points.

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Common Questions

Always ask for consent! Say: “I’d like to record this so I can focus on our conversation instead of taking notes. Is that okay?”Most customers say yes. If not, use BuildBetter’s upload feature to transcribe your notes after.
95%+ accuracy for clear audio. BuildBetter handles accents, background noise, and multiple speakers well.You can edit transcripts if needed, but most teams find them accurate enough as-is.
Start with 2-3! You’ll still get value. The more calls you add, the better the pattern detection becomes.You can also upload old recordings or notes to bootstrap your data.
Look for:
  1. Frequency: Mentioned by 3+ customers
  2. Severity: Marked as 🔴 critical or 🟡 important
  3. Sentiment: Strong negative emotion (😣)
  4. Segment: Problems from your ideal customers
Chat can help: “Which problems should I prioritize?”
Yes! Go to Calls & Recordings, click the call, and click Delete. It’s removed permanently.

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What’s Next?

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After Your First 5 Calls

You’re now set up to scale your user research:

Set Up Automation

Create workflows to auto-tag calls, organize signals, and send summaries to Slack

Import More Data

Add surveys, support tickets, and sales calls for a complete view

Level Up: 20+ Interviews

Advanced techniques for analyzing 20-50 customer conversations

Research at Scale

Full user research intelligence for 100+ interviews

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Weekly Habit (10 minutes)

Make this your Friday routine:
  1. Review this week’s call signals
  2. Update your dashboard
  3. Ask Chat: “What did I learn this week?”
  4. Share insights with the team
  5. Plan next week’s interviews
The best product teams talk to customers every week. BuildBetter makes it sustainable by removing the analysis burden.

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Need Help?

Watch Demo Video

See this workflow in action (5 min video)

Book Onboarding Call

Get personalized setup help (free)

Join Community

Ask questions from other product teams

Contact Support

We respond in <2 hours during business hours
You’re now equipped to turn customer conversations into insights in minutes, not hours. Record your next 5 calls and see the difference data-driven decisions make.
Remember: The goal isn’t perfect data—it’s to make better decisions faster. Start simple, record calls, find patterns, and iterate.