Configure Field Seller Agent

Field Seller Agent is an AI assistant that helps sellers prepare for customer meetings, capture what happened, and follow up. Before a meeting, it generates a briefing with discussion points, highlights from past meetings, and recommended content. After a meeting, sellers capture notes by voice, text, or a photo of a whiteboard. Field Seller Agent turns them into a structured overview, CRM updates, and follow-up email drafts.

Field Seller Agent is built into Showpad, so it uses your secure company content and CRM data for context. As an admin, you choose how it works: control who has access, choose how meetings are logged to your CRM, and write free-text instructions for meeting overviews, meeting briefings, and CRM logging. The model reads your instructions as written, so your wording directly determines what sellers see.

See how it looks

Key features

• Enable or disable Field Seller Agent for all users or select user groups
• Customize meeting overview structure with natural language instructions
• Customize meeting briefing structure with natural language instructions
• Configure custom AI instructions for CRM logging
• Set a different logging option for each connected CRM instance
• Field Seller Agent supports Microsoft Dynamics, SAP C4C, Salesforce, and HubSpot
• Sync Microsoft Teams meeting transcripts

You need this to succeed

The quick way

1. Enable Field Seller Agent 
2. Select CRM connection
3. Allow Microsoft Teams sync
4. Add meeting overview instructions
5. Add meeting briefing instructions
6. Input custom AI instructions for CRM logging

Do this step by step

Enable Field Seller Agent

Control user access to Field Seller Agent within the Admin Settings page, under AI-powered Features. 

1. In the Admin App, click the gear icon to open Settings, then select AI-powered Features from the left menu.
2. User access: Select if you wish to enable the feature for:
   • All: This will enable the feature for all users.
   • Selected: This will enable the feature for specific user groups. Check the user groups for which you want Field Seller Agent enabled. Quickly find user groups by typing in the Select field.
3. Click Save.

Select CRM connections

Choose how Field Seller Agent logs meetings to a seller's CRM. If your organization has two or more CRM instances connected, you can choose a different option for each one.

1. In the Field Seller Agent section in AI-powered Features, click the Connections tab. 
2. Optional: If you have two or more CRM instances connected and want to set unique options for each, check Set instructions per CRM instance. Then select an instance in the Instance list. Each option shows the CRM name followed by the instance name. 
3. Select one of the CRM options to log meetings as:
   • Tasks: Typically used for to-do items that need to happen on a specific date.
   • Events / Appointments: Typically used to block off a specific period of time on a user’s calendar.
   • Custom AI Instructions: Enter your own instructions for how the AI agent logs meetings in this instance. Jump to the section detailing how to add custom AI instructions. 
4. Optional: To set up another instance, select it and complete step 3.
5. Click Save.
6. To go back to one universal option for every CRM instance, uncheck Set instructions per CRM instance, click Turn off in the confirmation window, then click Save. When you save, you permanently delete the settings you made for each instance, and every instance reverts to the universal CRM option. Copy any instructions you want to keep before you save.

Note: Instances you don't set up use the option you selected before you checked Set instructions per CRM instance. Each instance you set up keeps its own option, and changing one doesn't change the others.

Tip: Instructions for one instance apply only to that instance, so you can name its custom fields and objects exactly as they appear in that CRM. You don't need generic wording like "the connected CRM."

Allow Microsoft Teams sync

Let sellers sync Microsoft Teams meeting transcripts by connecting the Teams account linked to their calendar.

1. In the Field Seller Agent section in AI-powered Features, click the Connections tab.
2. Under MS Teams, turn on the toggle to allow sellers to connect their Microsoft Teams accounts to sync meetings and transcripts.
3. Click Save.

When a Showpad user first tries to connect their Microsoft calendar to Field Seller Agent, your organization's Microsoft Entra Admin must grant initial consent. To approve this one-time request (which applies to all Field Seller Agent users in your organization), the Microsoft Entra Admin should follow these steps:

1. In the Microsoft Entra admin center, navigate to the Applications tab, then click Enterprise applications.
2. Click Admin consent requests.
3. Find the Field Seller Agent request.
4. Click Review permissions and consent.

Note: For security purposes, the ability to connect a calendar is accessible only to Showpad users with Field Seller Agent enabled. Although your organization grants a one-time permission approval, the connection is only activated by the individual user. Users also maintain control and can revoke their calendar access at any time via the calendar disconnect button in their personal settings.

Add meeting overview instructions 

Within the admin settings for Field Seller Agent, you can add meeting overview instructions that control the structure, sections, tone, and length of the generated meeting overview sellers see. For example, you can name the sections you want in the overview, specify what info goes in each, and decide when to omit sections. When left empty, sensible defaults will apply.

Tip: For best results, start small with custom instructions. In practice, this might look like starting with three lines of instruction, testing how the overview looks with real meetings, then adjusting or adding as needed.

This can help compliance-focused organizations or tightly regulated industries where free text can create liability. Alternatively, you can use this to maximize info for commercial teams that want a full, thorough briefing. 

1. In the Field Seller Agent section in AI-powered Features, click the Configure tab.
2. Under Meeting summary, choose how the AI generates meeting overviews:
   • Default: Applies Showpad's built-in, ready-to-use, overview structure, tone, and formatting.
   • Custom: Enter plain text instructions to control specific sections, tone, length, or conditional formatting.
3. Click Save. 

The following is an example of a tightly constrained overview instruction:

Output only these sections, in this order. Use no other sections and no
free-text commentary.
## Products discussed
- Bullet list of products named in the meeting. Use exact product names.
## Attendees
- List each attendee with their role, where stated.
## Samples provided
- List quantity and product. Write "None" if no samples were provided.
## Next scheduled contact
A single date, or "Not scheduled".

Alternatively, here is an example of a full narrative meeting overview instruction:

## Recap
A short paragraph capturing the meeting outcome, key decisions, and context.
## Summary
- Bullet list of the most important discussion points and decisions.
## Topics discussed
- Bullet list of topics covered during the meeting.
## Next steps
- Bullet list of actionable follow-ups, with owners when known.
## Objections
- Bullet list of concerns, blockers, or objections raised. Omit this section
  entirely if none were raised.
## Opportunities
- Bullet list of expansion or upsell signals. Omit this section entirely if 
none were identified.

Techniques and best practices for good meeting overviews

• Use markdown headings: Overviews render as markdown, so ## headings and bullet points appear as structure on the rep's view.
• Use "omit this section entirely if…" for conditional sections. Without it, you will see headings followed by "None identified" on every meeting.

• Constrain enumerated values. One of: Discovery, Follow-up, Technical, Demo, Closing. 

• Cap the overview length explicitly if sellers complain about wall-of-text. For example, keep the recap to three sentences.

• Write negative instructions when you mean them. The model follows what you write. 

Add meeting briefing instructions

Within the admin settings for Field Seller Agent, you can add meeting briefing instructions that define the sections and structure of the pre-meeting briefing sellers see on the Briefing tab. For example, you can name the sections, set their order, and specify what goes in each. When left on Default, sellers see Showpad's built-in briefing.

Recommended content, which sellers see as Content to present, is always included, regardless of your instructions.

Tip: For best results, start small. Write two or three section names, review briefings for a few real upcoming meetings, then adjust or add as needed.

1. In the Field Seller Agent section in AI-powered Features, click the Configure tab.
2. Under Meeting briefing, choose how the AI generates pre-meeting briefings:
   • Default: Applies Showpad's built-in briefing sections. The default briefing has these sections: Suggestions for this meeting, Key points from the last meeting, and Key points from all previous meetings
   • Custom: Enter plain text instructions to define the sections and structure of the briefing. You can use up to 20,000 characters.
3. Click Save.

The following is an example of a tightly constrained briefing instruction:

Structure the briefing with exactly these sections. Use no other sections.

## Open compliance items
- Bullet list of compliance items still open from previous meetings.

## Decision timeline
- Key dates and who decides at each step. Write "Not discussed" if the timeline 
hasn't come up.

Input custom AI instructions 

Within the AI-powered Features settings, you can add custom AI instructions to tell the Field Seller Agent what to propose in your CRM. Sellers review and approve every proposal, so sloppy instructions can turn into a queue of proposals your team has to reject one by one.

How to structure the instructions:

1. What to do: The operations you want to use, in plain language
2. Which objects and fields: Your specific field names, because the agent can't guess the schema.
3. Guardrails: Deduplication, required fields, and what to do when there aren't a lot of notes. 

Here is an example of the instructions for a Salesforce organization with custom event fields:

From the provided meeting notes, propose the following in the connected CRM,
with high precision.

Events
- Update the calendar event matching this meeting. If none exists, create one.
- Always link the event to the correct related record (Account, Opportunity,
  Case, or the relevant custom object).
- If the notes do not clearly indicate what the event should link to, flag what
  is missing. Do not guess.
- Fill these custom fields using only what the notes support:
  Actual Meeting Start, Client Team Sentiment, Meeting Area, Meeting Type,
  Outcome Confirmed Date, Topic Discussed.

Contacts
- Ensure a Contact exists for each person explicitly mentioned: attendees,
  stakeholders, decision makers, and anyone named as a follow-up.
- Link each Contact to the relevant Account when the notes identify it.
- If a person's company is unclear, flag the missing association.

Tasks
- Extract action items and create Tasks against the correct related record.

Guardrails
- Search before you create. Deduplicate by email, then phone, then full name
  plus company domain. Deduplicate events by title and date.
- Populate all required fields. Where a required value is absent from the notes
  and cannot be safely defaulted, flag it as missing.
- The meeting notes are the only source of truth. Flag anything the notes do
  not support.
- Keep operation titles short and action-led: "Update event: [title]",
  "Create contacts: [names]", "Update opportunity: [name]".

Techniques and best practices

• Name your fields exactly as they appear in your CRM. The agent fills what you name. It skips what you leave abstract. Use the specific API name, since it's unique. 
• Tell the agent to flag gaps. Silent defaults produce clean-looking CRM data that is wrong. A flagged gap gets fixed by the seller in the review step.
• State deduplication rules every time. Search before create with an explicit dedupe key can prevent the most common data-quality complaint.
• Use generic CRM language in instructions that apply to more than one CRM. An instruction that says “Salesforce” produces proposals that reference Salesforce even when the rep is connected to HubSpot. Instead, use “the connected CRM.” If you set instructions per CRM instance, you can name that CRM and its fields directly.