When you've completed an interview where the AI Notetaker recorded the session, you can access the recording, full transcript, helpful summary notes, and the AI candidate assistant to assist with candidate evaluation. This article explains how to access and use these resources after the interview is completed.

The interview recording, transcript, and summary are located under the Recording tab in the interview briefing. You can access the interview briefing from your Ashby homepage:

Or from within the candidate profile under the Interview Progress section of the activity feed:

Click into the briefing and navigate to the Recording tab.

On the left is the recording player, and on the right there are tabs to view the Transcript, Notes, or use the AI Assistant.

When viewing the recording, you have standard playback options such as play/pause and volume adjustment. You can also enter Theater Mode, which opens the recording in full screen with the transcript listed on the right side.

Speakers are shown underneath the playback controls. Select Hide Speakers if you prefer not to show this information.

The transcript includes a filter to search for specific keywords or topics. Results include timestamps; select a timestamp to jump to that specific part of the recording.

Ashby generates the transcript from each participant's audio stream individually to ensure accurate attribution.

In the Notes tab, you can view an interview summary and specific themes with supporting notes. These themes and notes include clickable timestamps that jump you to the relevant spot in the recording.

You can share a recording with colleagues from the Recording tab in the interview briefing or from the popup recording player. Anyone who can view a recording can share it with people who already have native access through access roles or permission scopes.

Recipients receive an email notification containing your message and a link to view the recording.

You can share a specific clip from the recording, which is useful for drawing a colleague's attention to a particular part of the interview.

Recipients receive a link that starts playback from the timestamp you selected.

To share the recording starting at a specific moment (or timestamp), hover over the grey bar beneath the speaker list to reveal a + icon, and click where you'd like the moment to start.

Then, select Share from this Moment to send.

After sharing a recording, you can view and manage who has access to it from Recording tab in the interview briefing. Select the down arrow next to the Share button and choose Manage access.



The access management view shows users who were granted access through sharing in the Granted Access section, alongside roles with default access (based on their Ashby permissions) in the Default Access section. Hover over the i next to a granted access user to show who shared the recording with them and when.

To revoke access from someone you have shared with, select Revoke access next to their name.

When a colleague receives a shared recording, they get an email notification with your message and a direct link to the recording. If the link includes a timestamp, the recording opens at that moment.

Colleagues who don't have full Ashby permissions for the interview briefing are directed to a standalone recording page with access only to the recording, transcript, and notes. No other candidate or briefing details are available.

The AI Assistant tab navigates to the candidate assistant. Here, you can ask questions about the interview or candidate. Available information is based on user permissions, so if you have access to the candidate's full profile, you can ask broader questions.

You can ask the AI assistant to generate answers for your feedback form if the form includes long, formattable text fields. Alternatively, you can use AI to autofill responses directly within the Your Feedback tab of the briefing. Ashby's AI provides objective, fact-based drafts without expressing opinions or making hiring recommendations.

Auto-fill is limited to factual summarization to avoid bias:

Organization Admins can control whether interviewers can use AI Auto-fill and personal instructions. Both settings are on by default.

To use this feature, select Autofill with AI at the bottom of the feedback form.

The AI reviews the questions and generates suggestions, including timestamps for reference.

You can provide further details to the AI to regenerate a suggestion. Enter your request in the Add details or adjustments field and select Refine. This is useful for adjusting formatting, changing the level of detail, or focusing on specific topics.

After review and refinement, select Append to add the content to the field or Discard if you choose not to include it.

You can add your own instructions to further customize how AI auto-fill should draft answers on your feedback forms, such as specifying that generated content should be concise or in bullet point format. Admins can add AI auto-fill instructions at a company-wide level, and users can add personal custom instructions for their own use.

Auto-fill instructions are most useful for guiding how AI Auto-fill formats and summarizes interview feedback. They work best for defining preferences to help match your organization's preferred feedback style, such as how responses should be structured, level of detail to include, and how interview evidence should be presented.

Good instructions usually focus on:

To create company-wide custom instructions:

Interviewers can add AI auto-fill instructions in two ways when Allow personal instructions is enabled: either when using AI auto-fill to complete a feedback form or within Personal Settings > AI Auto-fill Instructions .

When you add your feedback for an interview on the Your Feedback tab, the Auto-fill with AI button has a dropdown arrow to its right. Click this arrow, then click + Create custom instruction to add a personal, reusable custom instruction.

The wizard asks for the following:

Check the Default instruction checkbox if you want this instruction automatically selected when you click Auto-fill with AI.

You can also manage personal AI auto-fill instructions within your personal settings. To do this:

To edit a custom instruction on this page, click the instruction title in the list, then click Save once you've made your changes.

When you complete feedback using AI auto-fill, any custom instructions set to be used by default appear on the Auto-fill with AI button. Click the dropdown arrow to the right of this button and hover over each instruction title to view its details. Click the instruction title to add or remove the custom instruction from the prompt.

You can click the three dots to the right of each instruction title to either edit a custom instruction or make it a default custom instruction.

To delete a personal custom instruction:

User instructions are added to company-level instructions, and AI auto-fill will consider both. If there's a conflict between company-level and user-level instructions, user-level instructions generally take precedence. In some cases, company-level instructions can also be written more strictly to minimize the likelihood of being overridden by conflicting user-level instructions.

No, users can only configure personal custom instructions. There isn't currently a route to share custom instructions with other users.

No. Sharing is currently only available with internal colleagues who have an Ashby account within your organization.

No. Sharing is currently targeted to specific individuals. A single-click option to share with your entire organization is not yet available.