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InterviewFlowAI Notetaker joins recruiter-led calls as a visible participant. It records the conversation, creates a transcript, and generates a structured report for your team.
Notetaker is free through 24 August.

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Table of contents

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Before you start

  • You need edit access to connect a calendar, add a Notetaker, create a meeting, link a Candidate, cancel a meeting, or delete a conversation.
  • Inform every participant that the call will be recorded and transcribed.
  • Confirm Candidate consent when you add the Notetaker.
  • Configure custom stages if you want to categorize recruiter-led interviews.
The Notetaker page only shows conversations where you are the scheduler, calendar organizer, or an attendee.

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Open Notetaker

Open Notetaker from the dashboard navigation. The page contains:
  • Conversations: Search and review scheduled or completed calls.
  • Add events from your calendar: Connect or disconnect Google Calendar.
  • Your calendar: Browse a day, search events, and add the Notetaker to an existing meeting.
  • Join an ongoing or soon-to-start call: Paste a supported meeting URL.
  • Invite by email: Add the Notetaker email address to an external calendar invitation.
You can also open a Candidate’s interview details and select the Notetaker tab. From there, you can:
  • Paste a meeting URL with the Candidate already selected.
  • Create a Google Calendar meeting for that Candidate.
  • Choose a synced calendar event.
  • Filter synced events by the Candidate’s name or email.
  • Review that Candidate’s Notetaker conversations and saved notes.

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Add the Notetaker

Choose the workflow that matches how the meeting was created.

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Paste a meeting URL

Use this option when a call is starting soon or already in progress.
1

Open the meeting form

In Join an ongoing or soon-to-start call, click Paste meeting URL.
2

Enter the meeting link

Paste a Google Meet, Zoom, Microsoft Teams, or Webex URL.
3

Confirm consent

Confirm that the Candidate knows InterviewFlowAI will record, transcribe, and generate notes.
4

Join the call

Click Join meeting. The Notetaker joins as a visible participant.
You can link the resulting conversation to a Candidate later.

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Invite the Notetaker by email

Use this option when you manage the invitation in your calendar.
  1. Connect the Google Calendar account used to organize the event.
  2. Copy notetaker@bot.interviewflowai.com from Invite by email.
  3. Add the address as a guest on the calendar event.
  4. Make sure the event includes a supported video meeting link.
  5. Make sure the organizer email matches the Google account connected to InterviewFlowAI.

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Add the Notetaker to an existing Google Calendar event

1

Connect Google Calendar

In Add events from your calendar, click Connect Google and complete authorization.
2

Find the event

In Your calendar, select the day and search by event title or attendee email.
3

Select the event

Click the + button on an upcoming event that does not already have a scheduled Notetaker.
4

Link a Candidate

Search by Candidate email and select the correct Interviewer. Linking is optional for an existing event.
5

Confirm the details

Select a stage, confirm consent, and click Schedule notetaker.

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Create a new Google Calendar meeting

Use Create meeting to create an invitation and schedule the Notetaker together.
  1. Connect Google Calendar.
  2. Click Create meeting.
  3. Find the Candidate by email and select the correct Interviewer.
  4. Select a stage and enter the meeting title.
  5. Choose the date, start time, and end time. Times use 15-minute intervals in your local timezone. Meetings must last between 5 minutes and 8 hours.
  6. Add team attendees and an optional meeting description.
  7. Confirm Candidate consent.
  8. Click Create meeting.
InterviewFlowAI creates the Google Calendar event, includes the Candidate and selected team members, and schedules the Notetaker.
If Create meeting is unavailable, reconnect Google Calendar to grant the required event permissions.
A pasted meeting URL or calendar event can appear as an Unlinked conversation.
  1. Find the conversation in Conversations.
  2. Click Link candidate.
  3. Search by Candidate email.
  4. Select the correct Interviewer.
  5. Click Link candidate.
After linking, the completed conversation is available from the Candidate’s interview details.

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Track conversations

Use the All, Scheduled, and Completed tabs to organize calls. Search by Candidate, email, Interviewer, or meeting title. Cancelled and expired conversations are hidden by default. Select Show cancelled or Show expired when you need them. Common statuses include:
  • Scheduling or Scheduled: The Notetaker is waiting for the meeting.
  • Recording: The Notetaker is in the call.
  • Recorded, Transcribing, or Analyzing: InterviewFlowAI is processing the conversation.
  • Notes ready: The report, transcript, and available recording are ready.
  • Failed, Transcript failed, or Analysis failed: Part of the workflow could not be completed. Open the conversation to see the failure reason.
  • Cancelled, Calendar event deleted, or Expired: The Notetaker will not join.
Use the refresh button in the page header to reload conversations and calendar data.

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Review a completed conversation

Select a completed conversation to open its report. Depending on the available data, you can review:
  • Conversation type and participants
  • Executive summary
  • Topics discussed
  • Strengths and weaknesses
  • Team fit
  • Red flags
  • Next steps
  • Custom report sections
  • Recording and playback controls
  • Transcript
Timestamp links in the report and transcript jump to the matching point in the recording. If you have edit access, click Edit Report to revise the generated report. You can edit, add, or remove topics and report items, then click Save All.

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Cancel a Notetaker or meeting

Only the meeting owner can cancel eligible scheduled items.
  • Cancel notetaker removes the scheduled Notetaker but keeps the calendar meeting.
  • Cancel meeting cancels a Google Calendar meeting created by InterviewFlowAI and removes its Notetaker.
Disconnecting Google Calendar removes the connection. Scheduled Notetakers that depend on that connection will no longer receive calendar updates.

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Delete a conversation

If you have edit access, you can delete a conversation with one of these statuses: Notes ready, Analysis failed, Transcript failed, Failed, Cancelled, Calendar event deleted, or Expired.
  1. Click the delete icon on the conversation.
  2. Review the confirmation message.
  3. Click Delete conversation.
Deleting a conversation permanently removes its transcript, recording references, and report. You cannot undo this action.

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Troubleshooting

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A calendar event is missing

  • Confirm that Google Calendar is connected.
  • Select the correct day.
  • Search by title or attendee email.
  • Click the calendar refresh button.
  • Confirm that the event falls within the available calendar range.

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The Notetaker does not join

  • Confirm that the meeting is starting soon or already in progress.
  • Check that the URL is a supported Google Meet, Zoom, Microsoft Teams, or Webex link.
  • For email invitations, confirm that the event organizer matches the connected Google account.
  • Confirm that the calendar event contains a video meeting link.
  • Check the conversation status and failure message.

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You cannot create meetings

Reconnect Google Calendar to refresh event permissions. You also need edit access in InterviewFlowAI.

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Notes or a recording are unavailable

Processing can continue after the meeting ends. Refresh the page and check the status. A transcript may be available even when recording playback is unavailable.