Mastery Cheat Sheet for Admins
First week priorities
Set up your workspace and invite your team
Go to Company Settings > People Settings > Team Management. Add users, assign permission profiles (a default profile or a custom one built in Company Settings > People Settings > Permission Profiles), and set up team hierarchy. Recording and roleplay access are both controlled here. Get this right before your team starts using the platform, because changing permission profiles later creates gaps in historical data.
Connect your calendar and CRM
Go to Company Settings > Conversation Capture > Calendars to connect Google Workspace or Microsoft 365 for calendar-based call recording, then go to Company Settings > CRM (for example Salesforce, Hubspot, Pipedrive or All CRMs) to connect your CRM so deal and contact data flows into Outdoo AI automatically. Most teams connect both in under 30 minutes.
Configure consent profiles before recording starts
Go to Company Settings > Conversation Capture > Consent Profile. Set up your recording consent rules before any calls are recorded. A consent profile controls the audio consent prompt the Outdoo AI notetaker plays, in which language, and whether a pre-call email goes out. Different markets have different requirements — if you work across regions, set up a profile per region.
Configuring training
Build your first scorecard
Go to Manage > Scorecards. Create at least one scorecard before your team starts recording calls. The scorecard defines what good looks like — discovery quality, objection handling, talk track adherence. The same scorecard runs across roleplay and live calls, so the feedback is consistent.
Set up keyword trackers
Go to Manage > Trackers. Add trackers for the topics that matter to your team: competitor names, pricing discussions, objection phrases, next-steps language. Trackers run automatically on every call, and you can follow them in the Trackers tab under Performance > Activity. Start with 5–10 and expand once you see which ones are actually useful.
Create roleplay agents for your key scenarios
Go to Practice > Roleplay Agents and create an agent. Build at least one agent per major call type — cold call, discovery, demo, renewal. Pull from your best existing calls or use a template. Once built, these agents can be used by your whole team and assigned in courses.
See the roleplay creation overview for all the ways to build them.
Build workflow simulations for your post-call processes
Go to Manage > Workflows. Record a workflow for each critical post-call process, such as a CRM update, disposition or account setup. Team members should complete the simulation before they run the real workflow for the first time. See Create a workflow simulation for the step-by-step.
Ongoing admin tasks
Keep team membership current
When someone joins, add them in Company Settings > People Settings > Team Management and assign the right manager. When someone leaves, deactivate their account rather than deleting it. Historical calls and scorecard data stay associated with deactivated accounts, which matters for reporting.
Review integration health periodically
Check the CRM, Conversation Capture and Ecosystem groups in Company Settings once a month. CRM tokens expire, calendar permissions change, and dialer connections occasionally drop. If team members report missing calls or CRM data not syncing, this is usually the first place to check.
Update simulations when your tools change
When your CRM, dialer, or any connected tool updates its interface, review active workflows and record them again where the steps have changed. A simulation that does not match the real tool teaches the wrong thing.
Audit custom vocabulary quarterly
Go to Manage > Vocabulary. Your product names, prospect company names, and internal terminology need to be in here for accurate transcription. Add new terms when they appear and remove old ones when they are no longer relevant.
Security and compliance
Outdoo AI is SOC 2, GDPR, HIPAA, and CCPA compliant. Key settings to review:
- Company Settings > Authentication: configure SSO
- Company Settings > People Settings > Permission Profiles: configure access by permission profile
- Company Settings > Conversation Capture > Consent Profile: control recording announcements and pre-call emails per region
- PII scrubbing: contact support@outdoo.ai if you need sensitive data removed from transcripts
For compliance reports and audit logs, see Compliance reports.
Hope this article was helpful. For any queries, please write to support@outdoo.ai