When a call recording lands in AI Call Analyst, FitMetrics needs to know which trainer hosted the call and which client was on it. Assigning trainers and matching participants ensures every recording is linked to the right coach and client — so AI reports, analytics, and call history stay accurate and organized.
Understanding Unmatched Calls
An unmatched call is any recording where FitMetrics could not automatically determine the trainer or client involved. This happens when:
A host email has never been mapped to a team member before
A participant's name or email doesn't match any of your active clients
You'll find two dedicated tabs at the top of the AI Call Analyst page to help you resolve these:
Unmatched Participants — lists call participants that couldn't be matched to any of your clients
Unmatched Trainers — lists host emails that couldn't be matched to any of your team members
Recordings with an unmatched trainer will also show an "Unmatched" badge in the All Recordings tab so they're easy to spot.
Assigning Host Emails to Trainers
When a trainer hosts a call from a Zoom email that FitMetrics doesn't recognize, you'll need to tell the system which team member that email belongs to.
Step by step
Go to AI Call Analyst and click the Unmatched Trainers tab.
You'll see a table listing each unrecognized host email, the latest meeting topic, and how many recordings are associated with that email.
Click Assign Trainer next to the email you want to map.
In the dialog that appears, you'll see the host email and the number of recordings that will be updated.
Select the correct trainer from the Select Trainer dropdown. This list shows all team members in your business.
Click Assign Trainer to confirm.
What happens after you assign
All existing recordings from that host email are immediately linked to the selected trainer.
A permanent email mapping is saved, so all future calls from that email will be automatically assigned to the same trainer — no repeat work needed.
Auto-Matching
FitMetrics runs an automatic matching process every time you open the AI Call Analyst page. It compares host emails on your call recordings against the email addresses of your team members. If a host email exactly matches a team member's account email (case-insensitive), the recording is automatically assigned to that trainer.
This means that in most cases, if your trainers use the same email for Zoom and their FitMetrics account, their calls will be matched automatically without any manual work.
Any emails that can't be auto-matched will appear in the Unmatched Trainers tab for you to resolve manually.
Matching Participants to Clients
When a call participant (the person who joined, not the host) can't be matched to one of your clients, you can manually link them.
Step by step
Go to AI Call Analyst and click the Unmatched Participants tab.
You'll see a table listing each unmatched participant with their name, email, meeting topic, and date.
Click Match to Client next to the participant you want to link.
In the dialog, you'll see the participant's name and email. Select the correct client from the Select Client dropdown.
Click Save.
What happens after you match
The participant is linked to the selected client for that recording.
If the participant has an email address, a permanent email mapping is saved so that future calls from the same email are automatically matched to that client.
Assigning a Call to a Client
In addition to matching individual participants, you can assign an entire call recording directly to a specific client. This is useful when you want a call to appear in a particular client's history or when participant matching isn't applicable.
Step by step
In the All Recordings tab, find the call you want to assign.
Click the client column for that recording (it will show the currently assigned client name, or an Assign client button if no client is assigned).
In the dialog, search for and select the client you want to assign. Only active clients are shown.
Click Assign Client.
You can also use this dialog to reassign a call to a different client, or unassign it entirely if it was linked to the wrong person.
Tips & Best Practices
Use consistent Zoom emails. If your trainers use the same email for both Zoom and their FitMetrics account, auto-matching will handle trainer assignment automatically.
Check the unmatched tabs regularly. After onboarding new trainers or clients, visit the Unmatched Trainers and Unmatched Participants tabs to resolve any new entries.
One-time setup per email. Once you assign a host email to a trainer or match a participant email to a client, it's saved permanently. You only need to do it once per unique email address.
Assign calls for better reporting. Assigning calls to clients ensures they show up in the right client profile, making AI-generated reports and analytics more accurate.