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 ai notetaker data retention and consent management settings, using the ai notetaker during interviews, reviewing notes post interview, or reporting on ai notetaker, see the below resources ai notetaker recording consent management docid\ lgmy0r3mi20 vjcagrxey 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 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 data retention settings navigate to admin > interviews & scheduling > ai notetaker click the data retention tab click on the ai notetaker recording retention rule set your retention period and toggle the enabled? field to on click save changes 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 you've configured ai notetaker for your organization! check out ai notetaker recording consent management docid\ lgmy0r3mi20 vjcagrxey to ensure you've configured these settings as well still have questions? check out the ai notetaker faqs docid\ uwfzef6f9vlyuqwxilmsh