Meeting notetaker

Send a notetaker into your Zoom, Teams, Google Meet or Webex interviews and get the recording, transcript and summary back on the candidate's record.

Interviews that happen outside InsightHire usually leave nothing behind except whatever the panel remembers. The notetaker fixes that: a bot joins the call, records it, and you get the same transcript and summary InsightHire produces for its own live interviews.

It is included in the Hire plan. If you do not see it, ask your InsightHire contact.

Turn it on for one interview

1. Schedule the interview as usual — see Live interviews.
2. Choose Microsoft Teams or Google Meet as the meeting option, or paste a Zoom, Teams, Meet or Webex link into the other-URL field.
3. Tick the notetaker checkbox that appears: "Send the InsightHire notetaker to record and summarize this meeting. It announces itself; the host may need to admit it."
4. Finish scheduling.

The checkbox only appears once there is a meeting link it can actually join. It is not offered for phone interviews, in-person interviews or InsightHire Live sessions — Live interviews are recorded and summarized already.

If your organization has a default set, leaving the checkbox alone follows the default. Ticking or unticking it overrides the default for that interview only.

Which meeting links work

If you paste something else, InsightHire tells you plainly: the notetaker needs a Zoom, Teams, Google Meet or Webex link on this interview.

When it joins and when it gives up

The notetaker joins about a minute before the scheduled start. Booking something less than ten minutes away makes it join straight away instead.

It leaves on its own if it is stuck in the waiting room for 15 minutes, or if nobody else joins within 15 minutes. Otherwise it stays until the call ends.

It announces itself. It appears in the participant list under a name your organization sets, and on Zoom and Teams the host usually has to admit it. Tell your interviewers to expect it — a bot nobody admitted records nothing, and a bot nobody warned the candidate about is a bad look in a state that requires everyone to agree to recording.

What you get back

On the candidate's interview list, a badge tracks the run: Notetaker scheduled, Notetaker recording, Processing notes, Notes ready — or Notetaker failed, with the reason on hover, and Notetaker cancelled.

When it finishes, the interview carries the recording, a transcript with each speaker separated, and a summary covering the topics that came up, strengths, concerns, quotes worth reviewing and follow-up questions. That is the same output InsightHire Live produces.

Processing starts when the recording is ready and takes a few minutes on top of that. A long interview takes longer.

Two honest limits. The recording, transcript and summary for an external meeting are stored on the interview but the review screen for them is not yet linked from the candidate's interview list — today the badge is what tells you they are there. And the transcript labels speakers by voice, so on a busy panel check who said what before you quote it.

Set the default

Open Settings → Notetaker.

• Send the notetaker to external interviews by default — off to begin with. Turn it on and every eligible interview gets a notetaker unless the person scheduling unticks it.
• Bot display name — what candidates and interviewers see in the participant list. It starts as your organization's name followed by "Notetaker". Choose something a candidate would recognize; a name nobody recognizes gets refused at the waiting room.

The page also shows this month's usage and warns you if the platform side is not configured yet.

Allowance

The count resets on the first of the month. The notetaker stops at the cap rather than carrying on — new interviews are scheduled normally, just without a notetaker, until the month rolls over or your limit is raised. Check what is left under Settings → Plan & features.