AI Notetaker: Recording Consent Management

this article explains how to configure recording consent management for ashby's ai notetaker it covers how to collect candidate recording consent, set default consent policies, configure policy overrides, and customize disclosure messaging for calendar invites, confirmation emails, and booking links prerequisites the ai notetaker must have been enabled for your organization see ai notetaker setup and permissions docid\ alqifj88 70 q489mkpqp for more information recording consent management you can set a default recording consent policy and set criteria for any policy overrides you can also request the candidate's recording consent choice via the following routes application form calendar invites confirmation emails direct booking links public booking links candidate availability links setting a default recording consent policy setting a default recording consent policy does not override existing consent choices provided by candidates it only applies to candidates who are yet to provide a consent choice if candidates are yet to submit a consent choice, you can set a default recording consent policy to determine their recording eligibility set your policy by navigating to admin > interviews & scheduling > ai notetaker and selecting the consent management tab clicking edit in the recording consent policy section to amend your configuration on the manage recording consent rules popover, set your default recording consent policy choose from the following options in the default policy dropdown opt out policy recording is allowed by default candidates can opt out if they do not want to be recorded opt in policy recording is disallowed by default candidates must explicitly opt in to be recorded policy overrides if you want to set multiple consent policies, you can configure a policy override policy overrides allow you to set a different consent policy for candidates who meet the criteria you set, which allows you to satisfy different compliance needs (by location, for example) example of a policy override in this example, the organization's default consent policy is set to opt out policy in the consent policy field the example organization wants to set an opt in consent policy for candidates with germany set as their location, or for candidates who have applied for jobs with the location set as germany a policy override can be created with filters to ensure that the policy override only applies to candidates meeting the set criteria setting a policy override on the manage recording consent rules pop up configuring a policy override to configure a policy override click + add override and confirm the policy using the override policy dropdown (it is listed as the opposite of your default policy selection automatically) click + add field to match to select fields and determine the values for the criteria you want to set you must add a filter to your override policy before it can be saved any candidates meeting this criteria have the override policy applied to them to use or logic like in the example above, set your first filter, then hover over the three dots to the right of + add field to match the three dots to the right of the + add field to match option to create or logic this shows an or option click or , then select another field the filters then show any can be true , indicating that or logic is being used any can be true highlights that or logic is now on for the filter once you've configured your recording consent rules, click save for organizations that require candidates to explicitly opt in to interview recording, candidates can also submit their consent preference when booking interviews via direct booking links, public booking links, or candidate availability links for eligible schedules (if they haven't submitted a consent preference already) interview schedules or activities must meet all of the following criteria for consent collection to appear in these experiences the candidate requires affirmative consent (opt in policy) no consent choice has been submitted by the candidate already ai notetaker is enabled for the organization and for this interview schedule or activity the interview being scheduled uses a recording eligible location (zoom, google meet, microsoft teams) at least one interviewer on the schedule has ai notetaker enabled removing a policy override you can remove policy overrides by clicking the trash can to the right of the override policy dropdown the option to delete a policy override by clicking the trash can setting a recording consent choice via the application form for more on configuring application forms, check out application forms docid\ ceztj7hpj am6rt0kanri to add a question to your application form to collect the candidate's recording consent choice navigate to admin > jobs & applications > application forms either create a new form or click on an existing form to make edits click add question and select the interview recording consent option confirm your changes by clicking save form changes adding an interview recording consent question to an application form candidates see your organization's ai notetaker consent page disclosure listed in the description of this question (you can edit this disclosure message in ai notetaker admin) you are not able to edit the question description or the response options for this application form question setting the interview recording consent choice via the consent section of an application form setting the recording consent choice via the link in calendar invites and confirmation emails candidates can opt out of recordings on their own 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 are canceled and automatically disabled for any future interviews any existing calendar invites for upcoming scheduled interviews are 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 can use the same page to opt back in candidates' recording consent responses are found in the summary section of the candidate profile if you've received communication from the candidate confirming that they'd like their status changed, click the pencil icon to manually update the status on their profile recording consent section on a candidate's profile if recording consent is updated, an event is added in the candidate's feed on their profile for easy reference setting a consent choice using a direct booking link once the candidate has selected a date and time for their interview using their direct booking link, they are required to set a consent choice before clicking schedule to confirm the interview date and time the recording consent choice message the candidate will see when using a direct booking link setting a consent choice using a public booking link if you have a location based policy override in place, the candidate is not required to set their consent choice with a public booking link as they are yet to have a candidate profile in ashby when using a public booking link, the candidate is required to set their consent choice after they've selected the date and time of the interview the option to set a consent choice is listed underneath the fields requesting their name and email address they can then click schedule to confirm the recording consent choice message the candidate will see if the criteria is met and they are using a public booking link setting a consent choice using a candidate availability link when using a candidate availability link, the candidate can set their consent choice after they've selected their availability and clicked next they are required to set a consent choice before clicking submit to confirm their availability the recording consent choice message the candidate will see when using a candidate availability link consent management and disclosure messaging custom recording disclosure messaging can be automatically included in your meeting calendar invites, confirmation emails, and more customize this messaging in admin > interviews & scheduling > ai notetaker under the consent management tab to use it across the organization this helps establish a clear set of messages to use across all email templates and calendar invites it's also useful in cases where you don't want individual users making any adjustments to the messaging (for example, because legal approved it in an exact form) the recording disclosure message section of the ai notetaker page candidate disclosure this message is automatically appended to candidate calendar invites and confirmation emails when a scheduled interview is set to be recorded use it as a reminder and to inform the candidate how the recording is used you can include the candidate consent management link substitution token, which allows the candidate to amend their consent settings on their consent management page as needed if a candidate opts in via this link, the already scheduled interview on which this message appears does not automatically have recording turned on recording needs to be switched on manually for this scheduled interview by the organizer once the candidate has opted in, interviews scheduled in the future can have ai notetaker enabled automatically if the interview activity has the ai notetaker option enabled opted out candidate disclosure this message replaces the message in the candidate disclosure field when the candidate has opted out of recording this can help reassure candidates that their preference is respected and does not impact their candidacy you can also include the candidate consent management link substitution token, which allows the candidate to amend their consent settings on their consent management page as needed if you prefer not to append a message in this case, this field can be left blank interviewer disclosure this message is added to interviewer calendar invites so they know the interview is recorded you can also use this space to let interviewers know how interview recordings are used internally consent page disclosure if a candidate navigates to their consent management page (via the link provided by the candidate consent management link substitution token), this is the message displayed there use this field to add information on how your company handles interview recordings, add faqs, or include a link to resources like your organization's privacy policy or consent policy if you'd like to switch back to the defaults for the above recording disclosure fields, open this to copy and paste the default messaging make sure to add the appropriate substitution tokens where specified candidate disclosure to keep your interview experience seamless and distraction free, we use an ai notetaker to record and transcribe our interviews this helps interviewers focus fully on the conversation and ensures your responses are captured accurately the recording is only used internally for evaluation if you prefer not to be recorded, you can opt out using the link below opting out does not impact your candidacy in any way \[insert candidate consent management link substitution token here] opted out candidate disclosure this interview is not recorded because you've opted out you can update your recording preferences at any time here \[insert candidate consent management link substitution token here] interviewer disclosure this interview is recorded using ashby's ai notetaker to capture a transcript and structured notes recordings are used internally to improve evaluation consistency and reduce manual note taking consent page disclosure about interview recording to keep your interview experience seamless and distraction free, we use an ai notetaker to record and transcribe our interviews this helps interviewers focus fully on the conversation and ensures your responses are captured accurately the recording is only used internally for evaluation if you prefer not to be recorded, you can opt out on this page opting out does not impact your candidacy in any way to include a consent management link in either or both disclosure message options, click the t icon in the toolbar of one or both of the candidate disclosure fields and select the candidate consent management link substitution token the candidate recording disclosure message substitution token to include this message in interview confirmation emails, add the candidate recording disclosure message substitution token to your email template this token only includes the disclosure message if the scheduled interview is set to be recorded when an interview is not set to be recorded, the token is automatically left blank, so there is no need to manually update your email template for each interview faq if my organization implements an opt in policy override, will it apply to candidates already in the pipeline? yes, it affects all existing candidates who match the filters defined for the policy override for candidates who have already submitted a consent choice to opt in or opt out, those choices continue to apply if a candidate has opted out, ai notetaker is not included in the interview if a candidate has explicitly opted in, ai notetaker can be added to the interview candidates who have not submitted any consent choice yet and match the new policy override filters are required to explicitly opt in for ai notetaker to join any new interviews scheduled going forward already scheduled interviews with ai notetaker set to join are not affected by a change in policy this means a candidate who requires opt in based on policy override filters could still have ai notetaker join an upcoming interview if it was scheduled before the policy override was set