ClearCompany AI Notetaker helps you run more focused, consistent, and efficient interviews. By automatically transcribing and summarizing interviews, AI Notetaker reduces manual note-taking and ensures you have clear, structured documentation for every conversation. In this article, you’ll learn how AI Notetaker works, how to enable it, and what to expect before, during, and after interviews.
In this article:
AI Notetaker Overview
Enabling AI Notetaker
Navigation
Notifications
Candidate Experience
Troubleshooting
F.A.Q.
AI Notetaker Overview
AI Notetaker automatically generates transcripts and structured summaries for supported video interviews. It can be used with:
- 1:1 interviews: with calendar integrations like Zoom, Teams, Google, or manually added links.
- Multiple Interviewers when using the Virtual Meeting option.
- Self-scheduled interviews when using the Virtual Meeting interview method.
During the interview, the AI Notetaker joins as a participant, captures the conversation, and generates:
- A full transcript with timestamps.
- A structured summary, including:
- Quick recap
- Next steps
- Questions and answers with summarized responses
- Clickable links to key moments in the transcript
By removing the need for manual note-taking, AI Notetaker helps interviewers stay engaged in the conversation and make more informed hiring decisions.
Reporting
AI Notetaker data can be viewed in ClearInsights, with the AI Notetaker + Interview Prebuilt Liveboard.
Use Case
- AI Notetaker improves interview efficiency by helping interviewers stay engaged in the conversation without the distraction of taking notes. It also saves recruiters time by eliminating the need to revise manual notes after the interview.
- 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.
- AI Notetaker reduces time to feedback by giving interviewers instant access to notes and summaries within the interview package. This helps them complete and submit scorecards faster, contributing to measurable improvements in time-to-feedback metrics.
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).
Permissions
- HR Admin permission is needed to disable and enable AI Notetaker.
- 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.
- Access to transcripts and summaries is based on role:
- Recruiters and hiring managers assigned to a requisition can view all AI Notetaker interviews for that requisition.
- Interviewers can view notes only from interviews they participated in.
- Candidates do not have access to transcripts or summaries.
Enabling AI Notetaker
When AI Notetaker is enabled for your organization, it automatically applies to new interviews that use the Virtual Meeting interview method and include a valid meeting URL. Recruiters and admins can enable or disable the feature.
To disable the AI Notetaker feature, follow the steps below:
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Click Tools, then Setup. (click images to enlarge)
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Click ClearCompany AI.
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Under Actions, toggle off "Enable AI Notetaker."
Please Note:
If you disable AI Notetaker:
- Past transcripts and summaries are hidden until it is re-enabled.
- Upcoming meetings proceed without AI Notetaker.
- Changes made within 20 minutes of an interview may not process correctly.
If a MIS interview is deleted or canceled, AI Notetaker is removed automatically.
AI Notetaker uses a credit-based system.
Credit Usage
- 1 credit per 1:1 interview (deducted after a successful transcript is generated).
- 1 credit per MIS virtual meeting segment.
- Credits are deducted only when transcription is successfully generated. No credit is deducted if:
- The interview is canceled.
- AI Notetaker is turned off before the meeting starts.
- Transcription fails.
Credit balance
- When your balance reaches 20 or fewer credits, you will see a notification.
- If your balance reaches 0:
- New interviews cannot use AI Notetaker.
- Interviews already in progress will be completed and may create a negative balance.
- The UI displays “0 credits remaining.”
- Contact your CSM or Account Manager to purchase additional credits.
Navigation
To enable AI Notetaker for an interview:
- Navigate to the Interview tab in the candidate profile. Scheduling an Interview
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Select the type of interview you would like: 1:1 or Multiple.
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For each interview, ensure that it contains a valid meeting URL (either through calendar integration or manually entered URLs for multi-participant interviews).
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AI Notetaker Check Box
- The interviewer host can disable AI Notetaker at any time during an ongoing interview by removing AI Notetaker from the list of participants.
- 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.
During the interview
- The bot joins as {BrandName} Notetaker.
- For Zoom meetings, the host must admit the bot.
- The bot posts a disclaimer in the meeting chat.
- If the candidate requests to opt out, remove the bot from the participant list.
After the interview
Once processing is complete:
- All interviewers receive an email notification.
- The transcript and summary are available in the AI Notetaker tab within the Interview package.
- The transcript includes speaker labels and timestamps.
- Users with access to interview notes can delete transcripts and summaries.
- If deleted, transcripts cannot be restored.
- Interview recordings (when available) will remain available as long as the recording was successfully generated (including the summary and transcript) and the AI notes have not been deleted.
Notifications
Interviewers receive:
- A disclaimer in interview confirmations and invites.
- A notification if the bot could not be scheduled or was disabled.
- An email when transcripts and summaries are ready.
Candidates receive:
In the interview invite:
"To help our interviewers focus on you, we’ll use an AI notetaker to record, transcribe, and summarize our conversation. Your privacy is important to us. Notes are confidential and used internally. Let us know if you have questions."
In the meeting chat:
"This meeting is being recorded and transcribed. You can opt out by asking the interviewer."
Candidates can opt out before or during the interview.
Summary
Transcripts
Candidate Experience
AI Notetaker is designed to improve the candidate experience by allowing interviewers to stay fully engaged in the conversation.
If a candidate prefers not to be recorded or transcribed:
- They can notify the interviewer in advance, or
- The interviewer can remove the bot during the meeting.
For Zoom meetings, the host must admit the bot before transcription begins.
Troubleshooting
- If you do not see the AI Notetaker bot joining your interview or encounter issues with transcription, check the following:
- Confirm the interview includes a valid meeting URL.
- Verify AI Notetaker is enabled in organization settings.
- Confirm you have the correct permissions.
- Ensure changes were not made within 20 minutes of the meeting.
- Also, make sure you've admitted the bot into the meeting room.
- The bot joins at the scheduled interview start time. If the meeting starts early, it won’t appear until the planned start time.
- If any issues persist, reach out to ClearCompany Support.
- Keep in mind that if the meeting ends and is restarted, the bot won’t rejoin.
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.
Only one AI Notetaker bot joins the meeting, even if multiple interviewers are present to prevent duplicate transcriptions.
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.
Workarounds include:
- Having the candidate dial into a virtual meeting with a dial-in number
- Calling the candidate from within the virtual meeting
These methods are not the recommended standard process.
If a candidate is deleted under GDPR, associated transcripts and summaries are also removed. Transcripts and summaries are stored securely within ClearCompany.
AI Notetaker does not make hiring decisions. It records calls, generates transcripts, and provides summaries based on spoken content, but It does not evaluate candidates or make hiring decisions.
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.
AI Notetaker joins the interview as a virtual participant and records the conversation in real time.
After the interview:
- The conversation is transcribed.
- ClearCompany generates a structured summary in a quick recap, next steps, and questions and answers format.
- Each question includes bullet points summarizing the candidate’s responses.
- The summary highlights key discussion points and provides clickable links to moments in the transcript for easy reference.
Automated transcription and summarization help reduce documentation errors and ensure hiring decisions are based on consistent, factual information rather than memory.
Yes, candidates are informed in two ways:
- A disclaimer is included in the interview scheduling email.
- A notification is posted in the meeting chat when AI Notetaker joins.
If a candidate prefers not to be recorded or transcribed, they can:
- Contact the recruiter or interviewer before the interview, or
- Ask the interviewer to remove the bot during the meeting.
If requested, the interviewer can remove AI Notetaker from the session at any time.
AI Notetaker uses a consistent naming format to clearly identify the bot during interviews.
Standard Naming
The bot appears as: {BrandName} Notetaker
The brand name reflects the hiring organization and supports child organizations where applicable.
1:1 Interviews
- The bot uses the standard {BrandName} Notetaker format.
- For back-to-back 1:1 interviews, each session receives its own bot instance.
MIS Interviews
- A bot is assigned to each virtual meeting segment.
- The bot retains the {BrandName} Notetaker name in each enabled segment.
- Only one bot joins per segment, even if multiple interviewers are present.
For back-to-back MIS segments, the AI Notetaker remains in the meeting.
If there is a gap between segments:
- The bot exits after the meeting ends or after a defined idle period.
- The bot automatically rejoins when the next enabled segment begins.
This ensures transcripts are generated only for active interview segments.
If a transcript or summary is deleted, the action cannot be undone.
Deleted transcripts cannot be restored, even through support requests. Users should confirm before permanently deleting interview documentation.
Credits cannot currently be restricted by user. Organizations can establish internal policies and use reporting to monitor usage.
The bot joins as a standard meeting participant. It does not require a separate audio or video stream beyond what a normal participant would use.
If a meeting already has network issues, call quality may adjust automatically. These issues are not caused by AI Notetaker. If the call is already going on under poor network conditions (for example, a candidate is calling from a phone with a weak signal), Teams may automatically adjust the stream to keep the meeting stable. That can happen with or without a bot. Their corporate firewall, network quality, and MS Teams admin policy could also have an impact.
Not at this time.
Access to transcripts and recordings follows requisition-based permissions. Interviews do not transfer when a candidate is moved to another requisition.
Email notifications for transcripts and summaries are not currently configurable.
Transcripts and summaries are retained unless deleted by a user with access.
Yes, interviews conducted in non-English languages are transcribed in the spoken language.
In the current version, summaries are generated in English. Non-English summaries may be supported in a future release.
Zoom may prompt users to confirm the meeting language if it detects a language other than English.
Additional Resources
Calendar Integration Overview
Self-Schedule Screening Interviews Overview
Scheduling an Interview
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