AI Notetaker

ashby’s native ai notetaker frees up hiring teams to focus on evaluating candidates by automatically capturing detailed, structured notes during interviews this speeds up your time to feedback and gives rich candidate context to help your team align quickly and make faster, more confident hiring decisions this feature is currently in beta you can opt in to use ai features in the early access section of admin a free trial option is available for the ai notetaker this free trial is available across the foundations, plus, enterprise and legacy plus plans for more on this, please check out docid\ vmt6gjvlhbhuuy e 8my please note that ai notetaker requires scheduling via ashby overview what features are included with the ai notetaker add on? automatically record and transcribe your meetings (interviews and debriefs) generated interview summary notes and insights ai assistance for drafting feedback submissions interview specific ai chat assistant granular candidate consent, opt out, data retention options connects meeting data with emails, feedback, notes and more enabling and ai notetaker setup enabling the ai notetaker opt in to using the ai notetaker to enable the ai notetaker in your ashby account navigate to admin > organization setup > opt in features if you’ve yet to opt in to ai features using the enable ai features option, you will need to opt in to then enable the ai notetaker tool toggle on the ai notetaker option default setting for interviewers you can set your default ai notetaker settings for interviewers across your organization by heading to admin > interviews & scheduling > ai notetaker use the default ai notetaker setting for interviewers dropdown to determine whether the ai notetaker will be off or on for all interviewers select no interviewers for the ai notetaker to be off for all interviewers unless enabled for specific users in admin > employees select all interviewers if the ai notetaker will be on for all interviewers unless disabled for specific users in admin > employees if you’d like to remove any individual user overrides and apply the default across all users, you can use the reapply default to all users button if your default is all interviewers, then this will enable ai notetaker for all interviewers, even individual users who were disabled via override if your default is no interviewers, then this will disable ai notetaker for all interviewers, even individual users who were enabled via override enabling or disabling the ai notetaker for specific users you can use this to enable to adjust the users that have the ai notetaker enabled if you have enabled or disabled this organization wide and only want specific users to have ai notetaker enabled to enable the ai notetaker on a user’s profile navigate to admin > organization setup > employees select the user in question and navigate to the interviewer info tab switch on the enable ai notetaker? option please note that if one interviewer on a panel has the ai notetaker enabled and the ai notetaker is enabled on the interview or meeting activity at the point of scheduling, then the entire panel will be recorded if you have a panel of four different interviews but one interviewer in one interview event has the ai notetaker enabled, all events will be recorded we’re looking to add more granular controls in the future interview locations and the ai notetaker the ai notetaker supports zoom, google meet, and microsoft teams each platform will provide slightly different experiences please note that interviews with the phone call or custom locations will not be recorded when scheduling an interview, the ai notetaker will generally be scheduled to join meetings up to a minute prior to the scheduled started time to ensure it is available at the beginning and to prevent any delays in starting your meeting it will appear in it’s own cell within your meeting zoom ai notetaker will not work if you have end to end encryption turned on in your zoom admin if there is no waiting room, ai notetaker will join the zoom call automatically at the time of the scheduled interview start if you have a waiting room, ai notetaker will enter the waiting room when the host starts the meeting make sure to admit the ai notetaker so it can join the interview the recording indicator within zoom will not be on when ai notetaker is present, unless you are also recording the meeting using zoom’s native recording feature google meet it’s important that host management is turned off within your google meet settings so that all meeting participants are considered to be co hosts, and have the ability to admit the ai notetaker into the call ai notetaker will join a meeting in the waiting room and must be admitted into the meeting by a host to begin recording they will then be listed as a contributor within the call ai notetaker can only wait in the waiting room for 10 minutes before being removed from the meeting this is a rule for all google meet meetings and cannot be changed a host must join within the first 10 minutes to admit the notetaker into the meeting, or the meeting will not be recorded microsoft teams ai notetaker will join a meeting in the waiting room and must be admitted into the meeting by a host to begin recording ai notetaker can only wait in the waiting room for 30 minutes before being removed from the meeting this is a rule for all ms teams meetings and cannot be changed a host must join within the first 30 minutes to admit the notetaker into the meeting, or the meeting will not be recorded scheduling and interviewing with the ai notetaker enabling in scheduling defaults if you’d like the ai notetaker to be enabled by default across all interviews, you can enable it within your {{scheduling defaults}} at admin > interviews & scheduling > scheduling defaults on the communications tab within scheduling defaults, enable the ai notetaker option select the recording mode from the following options speaker view only video of the active speaker will be captured the recording will switch between active speakers automatically with the flow of the conversation this is the default setting gallery view all participants will be recorded in a grid layout audio only only audio will be captured video will appear as a black screen both speaker and gallery view will also capture any screen sharing during the recorded interview enabling in interview activity templates for more on creating schedule interview activities, check out docid 0z5jm eqkvzq oqc03rer to add the ai notetaker to your schedule interview activity navigate to jobs > admin and select the job head to the interview plan section of the role and click on the schedule interview activity to be amended navigate to the communication tab in the ai notetaker section, enable the ai notetaker and select your recording option manual scheduling when manually scheduling an interview, you can configure the ai notetaker to join the meeting on the communications tab this also allows you to specify whether the ai notetaker will be enabled for a specific interview click on the ai notetaker section of the communications tab enable ai notetaker determine the recording mode viewing and editing the recording status on the candidate profile you can view whether an upcoming interview will be or is being recorded on the interview event on the candidate’s profile an icon will show on the interview activity if you’d like to set a specific interview to be recorded, or set it to not be recorded if it is due to be recorded, click actions and select record this interview to record the interview select cancel planned recording to cancel the recording of the interview when enabling or disabling recording on an already scheduled interview, if calendar invites have already been sent, then updated calendar invites will be sent to the candidate and participants this is to ensure that recording disclosure messaging is appropriately added or removed from the invites to ensure that all participants are aware consent management and data retention candidates will be able to opt out of recordings on their own they can do this by clicking the link included with disclosure messaging in calendar invites and confirmation emails on the following page, they can click opt out to update their status once a candidate opts out, any scheduled recordings will be canceled and automatically disabled for any future interviews any existing calendar invites for upcoming scheduled interviews will be updated to remove recording disclosure messaging (and optionally include a message specifically for candidates who have opted out) if a candidate has opted out, they’ll be able to use the same page to opt back in recording consent can be found in the summary section of the candidate’s profile if you’ve received communication from the candidate confirming that they’d like their status changed, you can click the pencil icon to manually update the status on their profile if recording consent is updated, an event will be added in the candidate’s feed on their profile for easy reference too disclosure messaging custom recording disclosure messaging can be automatically included in your meeting calendar invites and confirmation emails this messaging can be customized in admin > interviews & scheduling > ai notetaker to be used across the organization this is most useful for cases where you do not want to update all of your invite templates and email templates, and where you don’t want individual users making any adjustments to the messaging (e g because it was approved to be included in an exact way by legal) once set, this will then be appended automatically to calendar invites for recorded interviews you’ll need to include the candidate recording disclosure message substitution token to have this message included in emails data retention customers who purchase the ai notetaker add on will be able to customize their data retention policy for recordings to any length of time this rule will control the retention of recording media only (e g audio and video) transcripts will not be impacted by this rule to set a data retention rule, navigate to admin > interviews & scheduling > ai notetaker from here, set your retention period and switch on the enabled? field to enable your rule the retention rule you set for meeting recordings will be evaluated daily deleted recordings are not recoverable if a candidate is deleted or anonymized, meeting recordings for interviews on their profile will also be automatically deleted ai notetaker post interview recording and ai in the interview briefing within each interview briefing, interviewers will be able to access the recording of the interview, along with a transcript and summary notes recording and transcript the interview recording, transcript and a summary will be under a recording tab in the interview briefing the transcript tab will show the transcript taken from the interview the notes tab will show a summary of the interview and include notes and timestamps the ai assistant tab will allow you to ask questions about the specific interview if you have additional access to the candidate’s profile, you’ll be able to ask broader questions about the candidate recording playback when it comes to viewing the recording you have the traditional playback options (play, adjusting volume, etc) you will also be able to enter theater mode, which will open the recording in full screen with the transcript listed down the right hand side the speakers will be shown underneath the playback controls you can click hide speakers if you’d rather not show this information transcript the transcript of the meeting has a filter, so you can search for specific keywords or topics to see where they came up the results will include timestamps, so you can click those to be taken to that specific part of the recording the transcript is generated from each participant's audio stream individually, which ensures fully accurate transcript attribution notes and summary in the notes tab , you’ll see both a summary of the interview and themes with supporting notes the themes and notes have timestamps so you can jump to that part of the recording to review as needed ai assistant the ai assistant tab will take you to the candidate assistant, where you can ask any questions about the interview or candidate the information available is based on the user permissions, so if you do have access to the candidate’s profile, you will be able to ask broader questions more on the ai candidate assistant at docid\ gfxouwywswcwhej65od8s ai generated content for feedback forms please note that ai generated content is not meant to fully complete the task on behalf of the interviewer interviewers are still required to do their own evaluation of the candidate and evaluate the candidate’s performance ai can help summarize the conversation and call out the main topics that were covered and the highlights of the conversation if you have long, formattable text fields within a feedback form, interviewers can generate relevant suggestions based on the transcript to add into these fields along with their own comments ashby’s ai strives to be objective and fact based, without trying to evaluate the candidate or expressing opinions about candidates’ performance an interviewer can click the autofill with ai button at the bottom of the feedback form the ai generator will then review the feedback form questions and description and then generate suggestions the suggestion will include timestamps from within the recording for reference after review, the interviewer can click append to add the generated content to their own feedback in each field, or discard if they choose not to include it there is also the option to add further details or adjustments, then pass these on to the ai generator to then re generate a suggestion once the interviewer has typed further information into the add details or adjustments field, they can click refine to regenerate you can use this option for all kinds of adjustments but common uses include adjusting formatting, calibrating the level of detail, focusing suggested answers on specific topics and providing further details if you’d like to complete feedback and view the recording screen on the same page, switch to view your feedback in a column rather than in a separate tab you can do this by clicking the cog icon and switching the feedback view to column best practices to get the best results from ai suggestions, below are some recommendations for your feedback forms for more on feedback forms, check out docid\ hlojgxrvp xkuw1ammkur phrase your feedback form questions clearly and distinctly as the ai will use this as a guide for creating a summary answer include additional context and/or instructions in each question description to provide further instructions on how the question should be answered, what to look for and include or exclude, how to format the best answer, and more with a little investment upfront, this context can help save many hours down the line by ensuring ai answers are as relevant and useful as possible on the first attempt, and that they can capture what your team truly find most valuable for making hiring decisions viewing recordings and permissions by default, participants in a meeting will have access to their own meeting recording within their interview briefing additionally, anyone with admin private access to a role will also be able to view others’ recordings for any other users, they will require special permission to view others’ recordings you can create a new access role or update existing access roles that you set up to include access to view recordings at admin > organization setup > access roles can see meeting recordings is an access stripe that can be enabled to allow users with that access role to view meeting recordings for the role they’ve been given that access to for more on access roles, check out docid\ be1gtv2r0jgx do5mdnr accessing the recording via the candidate profile when a recording is ready, users with access to view the recording can access it from the candidate profile by going to the briefing link in the interview progress section future improvements here are some additional improvements we’re looking to make to the ai notetaker moving forward opt in policy (affirmative consent) for candidate consent management ai summary note editing, along with custom notes templates transcript only recording (with no video or audio) custom branding for ai notetaker name and avatar meeting stats (e g talk time percentage) share individual recordings with specific colleagues reporting on transcript insights across interviews phone call recording support faq can i download a recording? yes, just right click on the player and you can download the video file c an i only generate content using ai for one specific feedback form question, rather than all long, formatable text fields in the form? you can use the ai gen option in the toolbar for a specific field to generate content if needed c an i ask the ai candidate assistant about the contents of interviews that have been recorded? yes! context from interview transcripts will automatically be made available to the ai candidate assistant from a permissions perspective, the ai candidate assistant can access the same things that any specific user has access to therefore, only transcripts from interviews a user has access to will be available to the ai candidate assistant ca n you send me a notification when my recording is done processing and ready? this is not currently available recordings and transcripts should generally be processed within a few minutes after a meeting ends d oes ashby or the ai vendor use these recordings to train their models? are our calls or notes ever used for training purposes, even in anonymized form? no, please refer to our https //www ashbyhq com/resources/terms ai features and other resources in our https //trust ashbyhq com/ for more information a candidate requested not to be recorded after they joined the meeting how can i remove the ai notetaker from my interview? each video conferencing tool enables you to remove the ai notetaker participant from the call natively for example, in zoom, the organizer/host can click the 3 dots on the ai notetaker’s participant cell and select “remove” (make sure you do not report the ai notetaker!) in the future, controls to pause or stop recording will be available within ashby as well a re debriefs supported as well as interviews? yes! the ai notetaker can be added to debriefs as well as interviews the process to add the ai notetaker to a debrief is the same as with an interview can only users with paid seats have the ai notetaker enabled? no, the ai notetaker can be enabled for all users in your ashby accounts, including those with limited access i s it possible for interviewers to opt out of the ai notetaker? while you can disable or enable the ai notetaker for specific employees via their profile if you are an organization admin, it’s currently not possible for interviewers to opt out of the ai notetaker i f ai notetaker is enabled, will it automatically be added to previously scheduled interviews? no interviews that were already scheduled before ai notetaker was enabled will not have it added automatically to include ai notetaker on those interviews, you’ll need to update them manually open the job consideration find the interview activity and click the actions menu select record this interview to enable the ai notetaker for that specific interview w hich languages are supported by the ai notetaker? the ai notetaker can transcribe conversations in over 99 languages it can automatically detect the language being spoken, so long as there's at least 60 90 seconds of speech in a recording transcripts will automatically appear in the language being spoken please note that accuracy may vary based on the language and how popular it is generally, the more commonly spoken languages will have higher accuracy and better support for different accents h ow are multiple languages in one conversation supported? if an interview conversation switches between multiple languages, some of the transcription may get automatically translated and not reflect the language spoken at that moment for example, if an interview had portions in italian and english, some portions of the conversation that were spoken in english may actually appear translated into italian in the transcript the transcript will be correct, but may just appear in a different language c an ai notetaker translate different languages when summarizing notes? the ai notetaker will typically summarize conversations in english, regardless of the language that is in the transcription summary notes will likely be in english feedback form auto fill suggestions will also typically be in english, but can also be based on the language of the feedback form question itself a refinement can always be added to a suggestion to ask it to translate or write an answer in a different language ai assistant will typically answer in english or the language that a request is sent in users can ask the assistant to translate or generally interact in any specific language they prefer when does the ai notetaker leave the interview? the ai notetaker will leave the call when all other non bot participants leave, which could be later than the end time specified for the interview at the point of scheduling the only time the bot will leave at the specified interview end time is if the interview is part of a multi event panel for the candidate in this case, a new bot would enter the meeting for each event (for example in back to back onsite interviews for the same candidate) i’ve amended the ai notetaker recording mode settings within my scheduling defaults/within my interview activity will this update already scheduled interviews? changes made to the recording mode on an interview plan activity or within scheduling defaults will only apply to ai notetakers that are added or scheduled after that change is made if you’d like to update the recording mode settings for an already scheduled interview, we would recommend rescheduling the interview and adjusting the ai notetaker settings as part of the rescheduling process navigate to the ai notetaker section within the communications tab to make adjustments as needed prior to confirming the reschedule i’m seeing a rec failed tag on my interview what happened? you can hover over the rec failed tag in the interview briefing to see why the recording failed i s there a way for me to view who has the ai notetaker enabled? yes, there is a field (is ai notetaker enabled?) that can be used in reporting to see who has the ai notetaker enabled for them an example of a report you can create using this field is below please note that custom reports are not available on the foundations plan employees ai notetaker status report type custom list subject employees filters if you’d like to view a specific group of employees, feel free to add filter fields fields to show employee’s name, employee’s email, employee’s job title, has ai notetaker enabled? i'm not the meeting host but i want to stop the ai notetaker recording mid interview can i do this? you can, yes if you head to the interview briefing via your ashby home page and navigate to the recording tab of the briefing, you can click stop recording the remainder of the interview will not be recorded after you've confirmed the action