How to aggregate product feedback from customer calls with AI meeting notes in Circleback

May 26, 2025

Product feedback from customer calls is easy to hear and hard to keep. A customer asks for an export on a sales call, another hits a bug during onboarding, and a week later both live in someone's memory. We recommend Circleback for this job: it records the calls, pulls the feedback into a structured insight, posts it to Slack and creates Linear issues, all from one automation that runs after each customer meeting.

How do you record every customer call automatically?

Start with capture. Circleback has four ways in, and all of them feed the same notes, search and automations.

Calendar auto-join. Connect your calendar, open Settings, then Calendar, then Joining preferences, and turn on External. Circleback's bot then joins meetings with outside guests that have a Zoom, Google Meet, Microsoft Teams or Webex link. No one has to remember to invite it.
The desktop app, with no bot. The desktop app for macOS and Windows records calls on Zoom, Google Meet, Teams or any other app that uses your microphone. There is no bot and no visible participant in the call, and the app keeps the audio and video recording.
Mobile for in-person meetings. Record a customer visit or a conference conversation on your phone.
File import for past calls. Upload an audio or video file from a call you already recorded. Circleback transcribes it and writes notes, action items and insights as if it were a live meeting.

How do you set up an automation for customer meetings?

Open Automations in Circleback and create a new one. Every automation starts with conditions, which decide which meetings it runs on. For product feedback, pick one of these:

Invitee email domains, set to include your customers' domains.
Tags, such as a Customer tag your team adds to customer meetings.
Participants, invitee emails, meeting name or number of invitees, for narrower cases such as names that contain "onboarding".

The automation then runs after each meeting that matches. It also runs when someone adds a tag that makes a meeting match, and you can run it by hand on an older meeting.

How do you extract feature requests and bugs from meeting notes with AI?

Add the Generate insights with AI step. Start from a template or write a custom insight called "Product feedback", and give it custom fields so every call produces the same structure:

Feature requests: what the customer asked for and why.
Bugs: what broke, where and how often they see it.
Friction: steps that confused them or slowed them down.
Customer's words: a short quote in their own phrasing.
Account: the company and the person speaking.

Each insight appears in the meeting's Insights tab. It also collects on the Insights page with the same insight from every other meeting, so you can read the feedback from a month of calls in one place instead of opening each set of notes.

How do you send customer feedback to a Slack channel automatically?

Add the Send notes to Slack step and pick a channel, such as #product-feedback. To post to a private channel, add @Circleback to it first.

Under What to include, choose from meeting notes, action items and the Product feedback insight from the step above. For a feedback channel, the insight plus action items reads best. Circleback posts the meeting name, linked to the meeting in Circleback, and puts the selected outcomes in a thread reply.

How do you turn feedback from customer calls into Linear issues?

Add the Create issues in Linear step and select a Linear team. Circleback creates one new issue in that team for each action item in the meeting. The issue title is the action item, and the description ends with a link back to the meeting in Circleback, so an engineer can open the call and hear the customer describe the bug.

Two toggles decide which action items become issues: those assigned to a Linear team member and those that are not. Turn both on for a triage team, or keep assigned issues for teams that work from their own queue.

Linear issues come from action items, not from the insight. A bug reaches Linear when the call produced an action item for it, such as "Look into the export error Acme reported". The action items list has no send to Linear button. For a request that did not become an action item, ask Circleback to create the issue through its Linear connector.

If your sales team uses HubSpot, a HubSpot step can also log the meeting on the matched contacts or deals for account context. It does not edit HubSpot fields.

How do you find patterns in product feedback across many calls?

Planning needs answers across all that feedback. Use search and Ask Circleback, which searches your meetings and connected email and answers with citations to the calls. Two prompts that work well:

"Which customers asked for CSV export this month, and what did they say?"
"Summarize the bugs customers raised on calls since the last release, grouped by account."

You can ask the same questions from Claude or ChatGPT through the Circleback MCP server. It can search meetings by keyword, date, tag, attendee or domain, and read their notes, action items and insights.

What does a week of automated product feedback look like?

Here is an illustrative example of the setup in use.

A product manager creates an automation with an invitee email domains condition for customer accounts. It has three steps: a Product feedback insight, a Slack post to #product-feedback with the insight and action items, and Linear issues for the triage team.

Over the week, sales and customer success run their usual calls, some through calendar auto-join and some in the desktop app. By Friday the Slack channel shows several customers from different accounts asking for the same CSV export, each with their own reason. One call also surfaces a bug in the billing page. The account manager agreed on the call to have it checked, so it became an action item, and it is now a Linear issue with a link back to the meeting.

Before sprint planning, the product manager asks Circleback: "Which customers asked for CSV export this month, and what did they say?" The answer lists the accounts and their quotes, with citations to each call. The export request goes into planning with real customer language behind it, not a vague "people want exports".

What do you need on your Circleback plan?

The capture methods and the Slack and Linear steps work on every plan. So do folders, which share meetings with your team automatically. The Generate insights with AI step, custom AI insights and the other app integrations, such as HubSpot, Notion and webhooks, need a paid plan. See pricing for details.

For more on this workflow, see how to extract customer support insights from meeting notes and the Circleback automations you should build. Setup details for each app are on the Linear and Slack integration pages.

FAQ

How do you collect product feedback from customer calls automatically?

Record every customer call with Circleback, then build one automation that runs on customer meetings. It generates a Product feedback insight with fields for feature requests, bugs and friction, posts it with the action items to a Slack channel, and creates a Linear issue for each action item.

Can Circleback create Linear issues from customer calls?

Yes. The Create issues in Linear automation step creates one issue per action item in the Linear team you pick, with a link back to the meeting in Circleback. You can also ask Circleback to create an issue through its Linear connector when a request did not become an action item.

Can Circleback send customer feedback to a Slack channel?

Yes. The Send notes to Slack step posts the meeting name, linked to the meeting in Circleback, to the channel you choose, then the outcomes you select as a thread reply: notes, action items or an AI insight from the same automation.

Do you need a meeting bot to capture customer feedback?

No. The Circleback desktop app on macOS and Windows records calls on any platform with no bot and no visible participant, and keeps the audio and video recording. You can also let the bot join from your calendar, record in-person meetings on mobile, or import past calls as audio or video files.

Does aggregating product feedback in Circleback need a paid plan?

Part of it does. The Slack and Linear steps work on every plan. The Generate insights with AI step, custom AI insights and the other app integrations, such as HubSpot, Notion and webhooks, need a paid plan. See https://circleback.ai/pricing for details.