--- title: AI Notetaker Post-interview slug: ai-notetaker-post-interview docTags: createdAt: 2026-04-13T16:47:57.393Z --- 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. :::hint{type="warning"} **Prerequisites:** - The AI Notetaker must have been enabled for your organization and the interview must have been set to record. See [AI Notetaker Setup and Permissions](docId\:aLQifj88_70_q489mKpQP) and [Scheduling and Conducting Interviews with AI Notetaker](docId\:DHujlxck8syMCi5neuqbR) for more information. ::: # Accessing the recording, transcript, and AI features 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: ![Screenshot of the Ashby homepage showing interview briefings available for review.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/tVyKD0T9m79VumhD5XoOF_home-acent-ashby-2026-04-17-at-113337-am.jpg) Or from within the candidate profile under the `Interview Progress` section of the activity feed: ![Screenshot of the candidate profile activity feed showing the Interview Progress section with a completed recording.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/zhOHfdHDLfZ9-dfQjqmJM_polly-pocket-scaled-customer-success-specialist-acent-ashby-2026-04-17-at-123339-pm.jpg) 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`. ![Screenshot of the interview briefing Recording tab showing the recording player on the left and the Transcript, Notes, and AI Assistant tabs on the right.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/v2kzOOde_YUD0t6XlZpOL_interview-briefing-polly-pocket-acent-ashby-2026-04-17-at-113859-am.jpg) ## Recording playback 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. :::hint{type="info"} You can also access the recording from the candidate's profile by selecting the `REC Available` status indicator on the interview activity in the candidate's progress feed. ![Screenshot of the candidate progress feed showing the REC Available status indicator on a completed interview activity.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/lA2ktZCj_YXG014ByS97k_polly-pocket-scaled-customer-success-specialist-acent-ashby-2026-04-17-at-101647-am.jpg) ::: ## Transcript 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. ## Notes and summary 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. ![Screenshot of the Notes tab in the interview briefing showing an interview summary and themed notes with timestamps.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/QwmUnSimhw0_6elq0ksho_interview-briefing-polly-pocket-acent-ashby-2026-04-17-at-114634-am.jpg) ## Sharing a 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. :::hint{type="warning"} Users need specific permissions or access roles to share the recording with someone who doesn't already have access. If you are unable to do so, review [AI Notetaker Setup and Permissions](docId\:aLQifj88_70_q489mKpQP) for additional information on permissions required and reach out to your organizational admin if needed. ::: ### Sharing with colleagues 1. Navigate to the **Recording** tab in the interview briefing. 2. Select the `Share` button to open the sharing modal. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/iz29DxjpA0FMMjEMayPZT_interview-briefing-billy-friesen-ashby-2026-07-29-at-40021-pm.png" size="100" isUploading="false" width="1396" height="418" darkWidth="1396" darkHeight="418" alt="Points out the Share button on the top right side of the screen" showCaption="false" indent="1"} 3. Search for and select the colleagues you want to share the recording with. The dialog indicates who already has access and who receives a new access grant. If you cannot grant new access, people without native access are not selectable, and the dialog explains why. Select `Continue`. 4. Optionally, edit the message that will be sent to recipients. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/a3NZdYF3x9YJjco473UU6_interview-briefing-billy-friesen-ashby-2026-07-29-at-40206-pm.png" size="80" isUploading="false" width="615" height="686" darkWidth="615" darkHeight="686" alt="Shows Add a message modal where you can type a message before sharing the recording" showCaption="false" indent="1"} 5. Select `Share & send`. Recipients receive an email notification containing your message and a link to view the recording. :::hint{type="info"} You can also share the recording via the same controls when viewing it directly on the candidate's profile in the pop up recording viewer. ::: ### Sharing a specific clip 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. 1. Navigate to the **Recording** tab in the interview briefing. 2. Select the scissors icon on the right side of the recording player controls. ![Screenshot showing the scissors icon and the time span bar to adjust to shared clip.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/GYKH1Onnh6hBnTI_nKcwx_interview-briefing-jayson-moore-osinski-ashby-2026-08-25-at-32324-pm.png) 3. Click and drag the arrows to adjust the timespan of clip you'd like to share, or type the start and end timestamps into the timestamp fields directly. 4. If needed, you can adjust the timestamps in the modal manually by typing in a specific time, or by select the forward or back arrows to jump forward or backward in 5 second increments. 5. Select `Share this Clip` to open the sharing modal with the timestamp link pre-applied. 6. Add recipients and an optional message, then select `Share & send`. Recipients receive a link that starts playback from the timestamp you selected. ### Sharing a specific moment 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. ![Shows the purple plus sign icon that appears to select a moment at which to share the recording](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/SmP93oLsfwhOyv6WP7MM1_interview-briefing-jayson-moore-osinski-ashby-2026-08-25-at-32136-pm.png) Then, select `Share from this Moment` to send. ### Managing access :::hint{type="warning"} This ability is only available to users with the **Can grant meeting recording access** access role. See [AI Notetaker Setup and Permissions](docId\:aLQifj88_70_q489mKpQP) for more information. ::: 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`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/uMUVIk3Xs2eE_vTp5Svkk_interview-briefing-billy-friesen-ashby-2026-07-29-at-44448-pm.png" size="50" isUploading="false" width="319" height="136" darkWidth="319" darkHeight="136" alt="Shows the Manage access button nested under the down arrow to the right of the Share button" showCaption="false"} 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. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/2Vw-rWjw9nTQDFEVkn9v9_interview-briefing-billy-friesen-ashby-2026-07-29-at-44835-pm.png" size="70" isUploading="false" width="574" height="683" darkWidth="574" darkHeight="683" alt="Screenshot showing the Revoke access button" showCaption="false"} ### Recipient experience 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. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/nwcYEz7Hf20waaLnGJ0d9_fwd-ashby-interview-recordseph-ashbyhqcom-ashby-mail-2026-08-06-at-33021-pm.png" size="90" isUploading="false" width="616" height="471" darkWidth="616" darkHeight="471" alt="Screenshot of the email notification you receive when someone shares a recording with you." showCaption="false"} 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. :::hint{type="info"} A user can only re-share from this page if the setting to do so is enabled by an organizational admin. See [AI Notetaker Setup and Permissions](docId\:aLQifj88_70_q489mKpQP) for more info. ::: ![View of what a user sees when a recording is shared with them but they do not have access to the rest of the interview briefing information. Only the recording, transcript, and notes are accessible.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Wp2zG965VkgcYyC34UTSX_interview-recording-ashby-2026-08-25-at-34200-pm.png) ## AI assistant 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. ![Screenshot of the AI Assistant tab in the interview briefing showing the candidate assistant interface.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/NGoXuviOfapEKBMkyX5Va_interview-briefing-polly-pocket-acent-ashby-2026-04-17-at-114826-am.jpg) :::hint{type="info"} For more information, see our article on [AI Candidate Assistant](docId\:gfXoUwYWswcWHeJ65OD8S). ::: # Using AI-generated content in candidate feedback 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. :::hint{type="warning"} AI-generated content is designed to assist interviewers, not replace them. Interviewers are still required to evaluate the candidate's performance and provide their own professional judgment. ::: ## How it works - The system reads the feedback question and scans the transcript for relevant moments and examples. - It generates a concise, evidence-based summary aligned to that specific question. - Interviewers review, edit, or replace the suggestion. You must explicitly choose to insert the content before submitting feedback. ## Guardrails for objectivity Auto-fill is limited to factual summarization to avoid bias: - It does not rate or judge candidate performance. - It is instructed to ignore personal or irrelevant attributes. - Speaker names are removed before processing as a precaution. ## Managing AI Auto-fill settings Organization Admins can control whether interviewers can use AI Auto-fill and personal instructions. Both settings are on by default. ![Ashby AI Notetaker Auto-fill settings page with Enable AI Auto-fill and Allow personal instructions toggled on.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/PQyRFDFfq_jTEOF_80E7q_auto-fill-instructions-ashby-2026-10-21-at-14408-pm.jpg) 1. Navigate to **Admin > Interviews & Scheduling > AI Notetaker > [Auto-fill](https://app.ashbyhq.com/admin/interview/recording-settings/autofill)**. 2. Use the `Enable AI Auto-fill` toggle to turn AI Auto-fill on or off for interview feedback. When it’s off, interviewers won’t see the `Auto-fill with AI` button 3. Use the `Allow personal instructions` toggle to control whether interviewers can create and use their own AI Auto-fill instructions. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/pWmDM8J4PiqmDdD7ReXo-_interview-briefing-astrid-lindstrom-ashby-2026-10-21-at-15243-pm.jpg" size="60" isUploading="false" width="797" height="645" darkWidth="797" darkHeight="645" alt="Ashby interview feedback form with the AI Auto-fill saved instructions menu open, showing “Concise bullets” selected as the default instruction." showCaption="false" indent="1"} :::hint{type="warning" indent="1"} When an Org Admin turns off `Allow personal instructions`, personal instruction prompts and the personal instructions page are hidden. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/MKkENuVMOnlHIGWd_1Ak4_interview-briefing-astrid-lindstrom-ashby-2026-10-21-at-15456-pm.jpg" size="60" isUploading="false" width="779" height="650" darkWidth="779" darkHeight="650" alt="Ashby interview feedback form with recommendation, feedback, culture fit, and URL fields, plus an “Auto-fill with AI” button." showCaption="false"} ::: :::hint{type="info"} Existing instructions remain saved and become available again when the setting is enabled. ::: ## Using AI auto-fill on your feedback form To use this feature, select `Autofill with AI` at the bottom of the feedback form. ![Screenshot of the feedback form in the interview briefing showing the Autofill with AI button at the bottom.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/6ZUsNnjmRPTw0RPtKcJlW_interview-briefing-polly-pocket-acent-ashby-2026-04-17-at-10438-pm.jpg) The AI reviews the questions and generates suggestions, including timestamps for reference. ![Screenshot of AI-generated suggestions displayed in the feedback form with reference timestamps from the recording.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/DkqDlzAJHN6Vto21F071k_interview-briefing-polly-pocket-acent-ashby-2026-04-17-at-10257-pm.jpg) 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. :::hint{type="info"} To view the recording and feedback form on the same page, select the cog icon in the upper right and change the view to `Column`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/il-i95yls3jC2HQ8QA_wW_interview-briefing-polly-pocket-acent-ashby-2026-04-17-at-10844-pm.jpg" size="72" width="1000" height="474" position="center" alt="Screenshot of the interview briefing with the feedback form displayed in column view alongside the recording player." darkWidth="1000" darkHeight="474" showCaption="false"} ::: ## Customizing the AI auto-fill prompt 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. :::hint{type="info"} Need help with constructing prompts? The [AI Prompting Toolkit playbook](https://academy.ashbyhq.com/blog/prompting-toolkit) in Ashby Academy walks through a simple three-step framework — define the outcome, design the output, and test and iterate — with examples you can adapt for your needs. ::: ## Best Practices 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: - Keeping feedback concise or within a specific length - Organizing evidence into bullets, sections, or themes - Using a preferred tone or company-specific verbiage - Including specific examples or quotes from the interview transcript :::hint{type="warning"} Auto-fill instructions are not intended to tell AI how to evaluate a candidate. Interviewers should always review the generated feedback, confirm it accurately reflects the interview, and make their own recommendation or assessment. ::: ## Creating company-wide AI auto-fill instructions To create company-wide custom instructions: 1. Navigate to **Admin > Interviews & Scheduling > AI Notetaker** 2. Click the **Auto-fill** tab 3. Add additional instructions into the **Auto-fill instructions** field. ![The Auto-fill tab within the AI Notetaker section of Admin](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/OX-5nbwy0nT9LtUFfmWsd_auto-fill-tab-ai-notetaker.jpg) 4. Click `Save` to validate and save your changes. :::hint{type="info"} When you save AI auto-fill instructions, an extra validation step runs to evaluate your instructions and guide you towards best practices. ![](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Lgyvu0-2aCe1uZgctUiWM_image.png) If an issue is found, Ashby may still save your instructions, but parts of them may not work as expected (for example, if they conflict with underlying rules like asking for subjective evaluation of the candidate). ::: ## Customizing the AI auto-fill prompt on a user level 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](https://app.ashbyhq.com/settings/ai-autofill-instructions)**. ### Adding AI auto-fill instructions while completing a feedback form 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 dropdown menu to the right of the Auto-fill with AI button.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/B38H8y81LEbrzx6ttyBNt_interview-briefing-trudy-wilmott-ashby-2026-07-07-at-123323-pm.jpg) The wizard asks for the following: - A title for your instruction so you can easily identify it - The instructions themselves Check the `Default instruction` checkbox if you want this instruction automatically selected when you click `Auto-fill with AI`. ![The wizard to create a custom instruction.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Ryq1EFnW7uvSumkKNNlD1_custom-instruction-configuration-for-auto-fill-with-ai.jpg) ### Adding AI auto-fill instructions in Personal Settings :::hint{type="info"} Interviewers can save multiple custom instructions and enable or disable them on a case-by-case basis. ::: You can also manage personal AI auto-fill instructions within your personal settings. To do this: 1. Navigate to **Personal Settings > [AI Auto-fill Instructions.](https://app.ashbyhq.com/settings/ai-autofill-instructions)** 2. Click `+ Create first custom instruction`, or `+ New instruction` if you've already configured an instruction. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/8IRGgbX_SviXarj651X1k_creating-a-new-instruction-for-auto-fill-instructions.jpg" size="100" isUploading="false" width="2894" height="964" darkWidth="2894" darkHeight="964" alt="The New instruction button to create a new auto-fill instruction." showCaption="false" indent="1"} 3. Complete the popover, adding a title, the instructions, and whether this is a default instruction that's automatically selected for AI auto-fill when you use it while completing a feedback form. 4. Click `Create` ![The wizard to create a new instruction via the Personal Settings section of Ashby.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/q24l5fBV5xWTWsLApjPQa_auto-fill-instructions-personal-settings-setup.jpg) To edit a custom instruction on this page, click the instruction title in the list, then click `Save` once you've made your changes. ## Using user-level custom instructions with AI auto-fill 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. :::hint{type="warning"} You cannot remove company-wide custom instructions on an ad-hoc basis. They apply every time you use AI auto-fill. ::: ![Selecting custom instructions to use with Auto-fill with AI.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/r01tf76DO4n3C80jqMNhc_interview-briefing-trudy-wilmott-ashby-2026-07-07-at-10755-pm.jpg) ## Deleting a user-level custom instruction To delete a personal custom instruction: 1. Navigate to **Personal Settings > AI Auto-fill Instructions** 2. Click the three dots to the right of the custom instruction 3. Click `Delete` ![The three dots to the right of a custom instruction and the option to delete the instruction.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Alcc_JfrYhgbVrKUdWPDA_auto-fill-instructions-ashby-2026-07-07-at-12607-pm.jpg) ## AI custom instructions hierarchy 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. # FAQ ### Can I share user-level custom instructions with another user? No, users can only configure personal custom instructions. There isn't currently a route to share custom instructions with other users. ### Can I share a recording with someone outside my organization, such as a candidate? No. Sharing is currently only available with internal colleagues who have an Ashby account within your organization. ### Can I create a link that gives everyone in my organization access to a recording? No. Sharing is currently targeted to specific individuals. A single-click option to share with your entire organization is not yet available.