AI Notetaker

Juan Burgos

Edited May 30, 2025 17:35

ClearCompany AI Notetaker enhances the efficiency and quality of the interview process by leveraging AI for accurate interview notes and summaries. The AI Notetaker allows Recruiters to initiate interview transcriptions and summaries for individual and multiple participant interviews, as well as review and manage notes within ClearCompany. In this article, we dive into the functionality of the AI Notetaker and cover frequently asked questions.

In this article:
AI Notetaker Overview
AI Notetaker Setup
Navigation & Functionality
Troubleshooting
F.A.Q.
Functionality
Data & Security

AI Notetaker Overview

The AI Notetaker enhances the efficiency of the interview process by integrating AI-powered transcription and summarization. AI Notetaker automatically generates transcripts and summaries during individual and multiple-participant interviews. This aids recruiters and hiring managers by reducing manual note-taking, ensuring more accurate documentation, and providing valuable insights into candidate responses. AI Notetaker can be used with the following:

1:1 interviews: with calendar integrations like Zoom, Teams, Google, or manually added links.
Multiple Interviewers when using the Virtual Meeting option.
AI Notetaker Reporting: (Coming Soon) The standard AI Notetaker report will include:
- A summary of success metrics.
- A list report of interviews that took place while AI Notetaker is enabled.

By allowing interviewers to stay fully engaged in the conversation, it improves candidate experience and hiring accuracy. Organizations using similar AI tools have reported up to a 40% reduction in cost-per-hire, a 10-26% faster hiring cycle, and substantial time savings for recruiters (up to 5-10 hours per week per interviewer).

Use Case

AI Notetaker improves interview efficiency by allowing interviewers to stay engaged in the conversation without the distraction of note-taking.
The generated summaries and transcripts reduce the reliance on memory, enhancing fast decision-making with clear and factual insights.
It ensures fairness by providing standardized documentation of the interview, addressing issues such as bias in memory-based evaluations, by automating these tasks, it significantly speeds up the hiring process.

Permissions

Recruiters, hiring managers, and interviewers can enable the AI Notetaker.
Recruiters and Hiring Managers assigned to a requisition can view notes for all requisition's interviews.
Other interviewers can only view notes from interviews they participated in.

Setup

Enable & Disable

When the AI Notetaker has been enabled for your organization, it will automatically be enabled for qualified new interviews containing a valid URL. Recruiters and Admins can enable or disable the feature.

To disable the AI Notetaker feature, follow the steps below:

Click Tools, then Setup.
Click ClearCompany AI.
Under Actions, toggle off "Enable AI Notetaker."
AI-Notetaker will be removed when a MIS interviews are deleted or canceled.

Please Note:

Turning off AI Notetaker will hide past interview summaries and transcripts; users will not be able to access them until AI Notetaker is enabled again. Any upcoming meetings will proceed without AI Notetaker. Changes made within 20 minutes before an interview may not be processed correctly.

Navigation & Functionality

Navigation

To enable AI Notetaker for an interview, follow the steps below:

Navigate to the Interview tab in the candidate profile. Scheduling an Interview
Select the type of interview you would like: 1:1 or Multiple.
For each interview, ensure that it contains a valid meeting URL (either through calendar integration or manually entered URLs for multi-participant interviews).
AI Notetaker Check Box
- Users can disable AI Notetaker at any time during an ongoing interview.
- Once enabled, the AI Notetaker bot will join the interview as a meeting participant and begin transcribing and summarizing the conversation in real-time.
- Users can access the generated transcripts and summaries from the Virtual Notetaker section of the Interview Package screen.

Individual AI Notetaker	Multiple Interviewer AI Notetaker

Functionality

Notifications	Users get the following email notifications: A disclaimer with interview confirmations and invites. Notify participants via email if a bot could not be scheduled or was turned off after the interview was created. When Interview Transcripts and Summaries are available, all interviewers will receive an email notification.
Candidate Notifications	Candidates will receive the following notification in their interview invite if an AI Notetaker is enabled. Candidates can opt out by requesting the interviewer to disable AI Notetaker in the interview. A video call chat notification will be displayed to the participants after the meeting has started: The notification will say, "This meeting is being recorded and transcribed. You can opt out by asking the interviewer." The interviewer will be able to remove the AI Notetaker bot from the list of participants if the candidate verbally requests that.
During Interview	At the time of the interview: AI Notetaker joins with the name [Org Name] Notetaker. At this time, this is not customizable. For Zoom calls, the interview host must admit the AI Notetaker. When AI Notetaker joins the call - It will post a disclaimer to the candidate in the meeting chat. If the candidate opts out, the interviewer can remove the bot from the list of participants
After Interview	After the interview is complete After the interview, the interview summary will be presented in the following formats: Quick Recap Next Steps Questions and Answers Each question discussed will be followed by bullet points summarizing the candidate's responses Additionally, each question will include a clickable link to its first occurrence in the transcript The transcript will Label interviewers and the candidate throughout the conversation, with timestamps provided for each section. Be accessible under the AI Notetaker tab. Display issues with interviews with multiple slots (same attendee, same URL). Allow users with access to interview notes to delete interview summaries and transcripts. Include the interview recording and will be available for a limited time only (7 days) as a link.

Can recruiters and interviewers edit or delete transcripts and summaries?

- At this time, users are not able to edit transcripts or summaries.
- Users with access to interview notes can delete transcripts and summaries.
- The AI Notes deleted timeline will show in the candidate's timeline.

Transcripts & Summary

Summary
Transcripts

Troubleshooting

Troubleshooting Steps

If you do not see the AI Notetaker bot joining your interview or encounter issues with transcription, check the following:
- Ensure the interview has a valid meeting URL.
- Verify that the AI Notetaker feature is enabled in your organization’s settings.
- Confirm that you have the appropriate permissions to use the feature.
When making changes, ensure that users are adding or removing AI Notetaker to/from an interview not later than 20 minutes before the call. Otherwise, there may be issues with adding a bot to the call or removing it, whichever applies.
If any issues persist, reach out to ClearCompany Support.

What happens if AI Notetaker fails to generate a transcript?

If transcription fails, an error message will be displayed notifying users that a transcript is not available. We advise users to try again after a couple of minutes.

F.A.Q.

Functionality

How does AI-Notetaker handle multiple interviewers?

If multiple interviewers are present in an interview, only one AI-Notetaker bot will join to prevent duplicate transcriptions.

Can AI-Notetaker be included in a phone call?

At this time, AI-Notetaker is designed for video interviews. However, it can still capture the conversation if the call takes place within a supported video conferencing platform.

To include AI Notetaker in a phone call:

The interviewer can share the virtual meeting's dial-in number with the candidate, allowing them to join by phone while AI Notetaker remains active.
Alternatively, the interviewer can call the candidate directly from the AI Notetaker-enabled meeting to ensure the conversation is recorded and transcribed.

How does AI-Notetaker comply with data privacy regulations like GDPR?

AI Notetaker ensures compliance with GDPR by allowing organizations to delete candidate data upon request. When a client deletes a candidate under GDPR, all related interview transcripts and summaries are also removed from the system.

Is there any AI-driven decision-making involved?

AI Notetaker does not make hiring decisions. It records calls, generates transcripts, and provides summaries based on spoken content, but does not analyze or interpret responses in a way that influences hiring outcomes.