Configure Field Seller Agent

Field Seller Agent is an intelligent assistant designed to help your busy sellers by transforming meetings and conversations in the field into actionable intelligence. Sellers capture their conversations while on the move and convert them into structured notes, CRM updates, and ready-to-send email follow-ups. As an admin, you get to choose how these outputs are structured so information is logged and organized in a way that makes the most sense for your organization. 

When enabled, users can easily capture unstructured notes via voice, text, or a photo of a whiteboard. Field Seller Agent then organizes these notes into clear, AI-powered summaries. As an admin, you can configure the meeting overview instructions and create custom AI instructions for logging into sellers' CRMs. Both of these options use free text to configure, and the model reads them as instructions, so the wording you input directly determines what your sellers see.  

Unlike standalone AI tools, Field Seller Agent is built directly into Showpad. This lets it leverage your secure company content and CRM data to provide superior context, enabling instant follow-up actions like email drafts and CRM updates.

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
• Configure custom AI instructions for CRM logging
• 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. Add meeting overview instructions
4. 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 meetings are logged to a seller's CRM in the Connections tab.

1. In the Field Seller Agent section in AI-powered Features, click the Connections tab. 
2. 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: Jump to the section detailing how to add custom AI instructions. 

3. MS Teams: Enable this option to allow sellers to sync Microsoft Teams meeting transcripts by connecting the Teams account linked to their calendar.

   
    

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 the 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 Field Seller Agent.

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 different sections you want in the overview, what info goes in each, and when to omit any sections. When left empty, sensible defaults will apply. 

This can be useful for compliance-focused organizations or tightly regulated industries where free-text can create liability. Alternatively, you can also utilize this to maximize info for commercial teams who want a full and thorough briefing. 

1. In the Field Seller Agent section, click the Configure tab.
2. 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 and doesn't include what you did not mention. 

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.
• 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 if you have more than one CRM connected. An instruction that says "Salesforce" produces proposals that reference Salesforce even when the rep is connected to HubSpot. Instead, use "the connected CRM".

• Scope by instance with XML when you have multiple CRM connections. One instruction field serves all of them, and tags let you split it:

  <instance-instructions>
   <instance tenant="acme-corp.my.salesforce.com">
     Fill the custom field Engagement_Score__c on every Opportunity update.
   </instance>
   <instance tenant="globex.my.salesforce.com">
     Treat this connection as read-only. Never create or update records.
   </instance>
   <default>
     Follow standard behavior.
   </default>
  </instance-instructions>