AI Notetaker Setup and Permissions

ashby's native ai notetaker frees your hiring teams to focus on evaluating candidates by automatically capturing detailed, structured notes during interviews by removing the burden of manual note taking, this tool speeds up your time to feedback and provides rich candidate context to help your team align quickly and make faster, more confident hiring decisions this article covers the steps to set up and configure ai notetaker in your ashby instance for information on using the ai notetaker during interviews, reviewing notes post interview, or reporting on ai notetaker, see the below resources scheduling and conducting interviews with ai notetaker docid\ dhujlxck8symci5neuqbr ai notetaker post interview docid\ ch6tuue gvaqcylmp9bo8 ai notetaker reporting docid\ ttucalxg5na3rjpe swyf permissions & prerequisites ai notetaker must be set up by an org admin you must opt in to ai features in admin > organization setup > opt in features the ai notetaker only supports interviews scheduled via ashby a free trial of the ai notetaker is available across foundations, plus, enterprise, and legacy plus plans to learn more, see how does the free trial work with the ai notetaker? docid\ vmt6gjvlhbhuuy e 8my ai notetaker feature overview the ai notetaker add on provides the following features to help you manage your hiring process automatically record and transcribe your meetings (interviews and debriefs) generate interview summary notes and insights access ai assistance for drafting feedback submissions use an interview specific ai chat assistant manage granular candidate consent, opt out, and data retention options connect meeting data with emails, feedback, and notes enabling the ai notetaker opt in to the ai notetaker to enable the ai notetaker in your ashby account navigate to admin > organization setup > opt in features if you have not yet enabled general ai features, select the enable ai features option first toggle the ai notetaker option to on when you toggle on the ai notetaker, the setup wizard opens the wizard asks which users should have the tool enabled you can choose enable for all interviewers everyone in your organization can record interviews once the tool is active select individual interviewers specify which users have access you see a list of users in your ashby account to determine access once you have chosen your settings, click enable to confirm managing settings for interviewers you can adjust organization wide defaults and individual settings by going to admin > interviews & scheduling > ai notetaker or clicking the configure button on the ai notetaker tile in the opt in features section adjusting defaults use the default ai notetaker setting for interviewers dropdown to determine if the tool is on or off for interviewers by default this applies to any new users added to your organization screenshot of the dropdown menu for setting the default ai notetaker status for all interviewers disabled by default the ai notetaker is off for all interviewers unless you enable it for specific users in the table or their profile ( admin > employees ) enabled for all interviewers by default the ai notetaker is on for all interviewers unless you disable it for specific users if you switch the default ai notetaker setting for interviewers , you also have the option to revert any individual overrides to the new default enable for all interviewers or disable for all interviewers buttons may appear in the upper right corner above the interviewers list if any employees are not set to the default settings select this button to remove individual overrides and ensure everyone follows the organization default screenshot of the interviewer list view featuring buttons to bulk enable or disable the ai notetaker for all employees ai notetaker access for specific users as shown above, individual settings can be adjusted per user in the ai notetaker admin view by toggling access on and off next to the user's name individual settings can also be adjusted on the user's profile to enable the ai notetaker on a specific user profile navigate to admin > organization setup > employees select the user and navigate to the interviewer info tab toggle the enable ai notetaker? option to on if at least one interviewer on a panel has the ai notetaker enabled at the time of scheduling, the tool records the entire panel this means if you have a panel of four different interviews but one interviewer in one interview event has the ai notetaker enabled, all events are recorded we're looking to add more granular controls in the future data retention and consent management settings with the ai notetaker add on, you can customize your data retention policy for recorded media (audio and video) as well as the messaging candidates see regarding their consent to participate in recorded meetings data retention navigate to admin > interviews & scheduling > ai notetaker click the data retention tab set your retention period and toggle the enabled? field to on the retention rule you set for meeting recordings is evaluated daily deleted recordings are not recoverable transcripts are not impacted by data retention rules for media if you delete or anonymize a candidate, their associated meeting recordings are automatically deleted consent management & disclosure messaging custom recording disclosure messaging can be automatically included in your meeting calendar invites, confirmation emails, and the consent management page where candidates can opt in or out of recordings this can help 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 (e g , because it was approved to be included in an exact way by your legal team) for a preview of what candidates and interviewers see, check out scheduling and conducting interviews with ai notetaker docid\ dhujlxck8symci5neuqbr you can customize the recording disclosure messaging that candidates see at admin > interviews & scheduling > ai notetaker under the consent management tab opted in candidate disclosure the message here is automatically appended to candidate calendar invites and confirmation emails when a scheduled interview is set to be recorded this can be used 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 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 to 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 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 you can use this field to add information on how your organization handles interview recordings, add faqs, or include a link to resources like your organization's privacy policy adding substitution tokens to add the candidate consent management link to your messages, 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 to include it if you'd like to have the recording disclosure included in interview confirmation emails, include the candidate recording disclosure message substitution token in your confirmation 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 reset to default messaging if you'd like to switch back to the defaults for the above recording disclosure fields, copy and paste the default messaging below 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 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, enable the ai notetaker option select the recording mode from the following options speaker view only video of the active speaker is captured the recording switches between active speakers automatically with the flow of the conversation this is the default setting gallery view all participants are recorded in a grid layout audio only only audio is captured video appears as a black screen both speaker and gallery view capture any screen sharing during the recorded interview permissions to view recordings by default, meeting participants have access to their own recording in the interview briefing users with admin private access to a role can also view others' recordings to grant other users access to view recordings navigate to admin > organization setup > access roles create or update an access role to include the can see meeting recordings permission stripe for more on access roles, check out manage access roles docid\ be1gtv2r0jgx do5mdnr you've configured ai notetaker for your organization still have questions? check out the ai notetaker faqs docid\ uwfzef6f9vlyuqwxilmsh