> ## Documentation Index
> Fetch the complete documentation index at: https://docs.interviewflowai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Notetaker

> Record recruiter-led interviews, generate transcripts and structured notes, and keep each conversation linked to the right Candidate.

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.

<Note>
  Notetaker is free through **24 August**.
</Note>

## Table of contents

* [Before you start](#before-you-start)
* [Open Notetaker](#open-notetaker)
* [Add the Notetaker](#add-the-notetaker)
* [Link an unlinked conversation](#link-an-unlinked-conversation)
* [Track conversations](#track-conversations)
* [Review a completed conversation](#review-a-completed-conversation)
* [Cancel a Notetaker or meeting](#cancel-a-notetaker-or-meeting)
* [Delete a conversation](#delete-a-conversation)
* [Troubleshooting](#troubleshooting)

## 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](/configuration/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.

## 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.

## Add the Notetaker

Choose the workflow that matches how the meeting was created.

### Paste a meeting URL

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

<Steps>
  <Step title="Open the meeting form">
    In **Join an ongoing or soon-to-start call**, click **Paste meeting URL**.
  </Step>

  <Step title="Enter the meeting link">
    Paste a Google Meet, Zoom, Microsoft Teams, or Webex URL.
  </Step>

  <Step title="Confirm consent">
    Confirm that the Candidate knows InterviewFlowAI will record, transcribe, and generate notes.
  </Step>

  <Step title="Join the call">
    Click **Join meeting**. The Notetaker joins as a visible participant.
  </Step>
</Steps>

You can link the resulting conversation to a Candidate later.

### 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.

### Add the Notetaker to an existing Google Calendar event

<Steps>
  <Step title="Connect Google Calendar">
    In **Add events from your calendar**, click **Connect Google** and complete authorization.
  </Step>

  <Step title="Find the event">
    In **Your calendar**, select the day and search by event title or attendee email.
  </Step>

  <Step title="Select the event">
    Click the **+** button on an upcoming event that does not already have a scheduled Notetaker.
  </Step>

  <Step title="Link a Candidate">
    Search by Candidate email and select the correct Interviewer. Linking is optional for an existing event.
  </Step>

  <Step title="Confirm the details">
    Select a stage, confirm consent, and click **Schedule notetaker**.
  </Step>
</Steps>

### 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.

<Warning>
  If **Create meeting** is unavailable, reconnect Google Calendar to grant the required event permissions.
</Warning>

## Link an unlinked conversation

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.

## 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.

## 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**.

## 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.

## 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**.

<Warning>
  Deleting a conversation permanently removes its transcript, recording references, and report. You cannot undo this action.
</Warning>

## Troubleshooting

### 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.

### 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.

### You cannot create meetings

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

### 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.