What this feature does and when to use it?
The AI Call Transcript Generator automatically creates written transcripts for calls recorded in Recruit CRM. You can search in transcripts using keywords or Boolean Search, jump to specific parts of a conversation using timecodes, and copy or export transcripts as text files when needed.
The feature also allows you to generate transcripts for previously recorded calls, regenerate transcripts if the output is inaccurate, and optionally update associated call notes at the same time. Using AI Assist, you can summarize conversations, extract key points, refine wording, or run custom prompts directly from the transcript content to quickly turn conversations into actionable insights.
You can use this feature when:
You want a written record of candidate or client calls for future reference.
You want to summarize long calls or extract key points without re-listening.
Generating call transcripts
Enable Recording and Generate a Transcript for a New Call:
Before placing the call, locate the Record Call toggle in the calling interface and turn it ON.
Select the Generate Call Transcript checkbox to instruct the system to create a transcript once the call ends.
Place and complete the call as normal.
After the call ends, open the Notes and Calls tab on the relevant candidate, contact, or company record and locate the call log entry for the completed call and click View Transcript to open the transcript pop-up.
Note: If the Record Call toggle or the Generate Call Transcript checkbox was not enabled before the call, no transcript will be created for that call. Both settings must be active before dialing.
Transcribe a Previously Recorded Call:
If you have an older or previously recorded call that does not yet have a transcript, you can generate one at any time.
Navigate to the Notes and Calls tab on the relevant record.
Find the call recording entry and click the Call Transcript button associated with it.
In the pop-up that appears, click Generate Transcript. The system will process the audio and create the transcript.
View, Search, Copy, and Export a Transcript
Clicking View Transcript opens the full transcript in a pop-up where you can interact with the content in the following ways:
Search: Use the search bar within the pop-up to find specific words, phrases, or timecodes within the transcript.
Copy: Click the copy option to copy the entire transcript to your clipboard for use in external documents or emails.
Export: Download the transcript as a text file for archiving, sharing with stakeholders, or storing in external systems.
Regenerate an Inaccurate or Hallucinated Transcript
At times, call transcripts may appear in the wrong language due to AI hallucination. When this happens, use the Regenerate option to create a corrected version.
Open the transcript and click the Regenerate button.
A confirmation message will appear. If you want the associated call notes to be updated automatically once the new transcript is generated, select the Update Call Notes checkbox.
Confirm the regeneration. The system will reprocess the audio and produce a corrected transcript.
📌 Things to keep in mind:
Your last choice for the Update Call Notes checkbox is remembered by the system. You do not need to select or deselect it every time.
If you regularly want call notes to update on regeneration, leave the checkbox enabled. If you prefer to manage call notes manually, keep it deselected.
Regeneration cannot recover content from calls with incomplete or poor-quality audio recordings.
Search Across Transcripts Using Boolean Search
Boolean Search in Recruit CRM lets you search through all transcribed call logs to find records containing specific keywords or phrases. This makes it easy to locate important conversations without reviewing calls individually.
Navigate to the Candidates or Contacts list page, depending on where you want to search and click the Boolean Search option to open the search interface.
Enter the phrase or keywords you want to search for in the search field.
Select the Call Logs checkbox to restrict the search to call transcript content.
Click Search. The results will show all records whose call transcripts contain the searched phrase, allowing you to trace and review the relevant conversations directly.
Enhance a Call Transcript Using AI Assist
Once a call transcript is open, AI Assist lets you process and act on the content without manually reviewing every line.
Open the call transcript using the View Transcript option on the call log.
Click the AI Assist button at the bottom of the transcript area.
Choose what you want the AI to do, or enter a custom prompt to tailor the output.
The available actions include:
Extract key points: Pull out the most important topics, decisions, or action items from the transcript.
Summarize: Generate a concise summary of the full conversation.
Improve it: Refine the transcript language for clarity and readability.
Saved Prompts: Use your own saved instructions to tailor the generated output to a specific requirement, such as drafting a follow-up email based on the call.
4. Once the AI generation is complete, you will see three output options:
Copy: Copy the generated result to your clipboard.
Replace: Replace the current call notes or summary in the system with the AI-generated content.
Regenerate: Run the prompt again to refine or adjust the output if the first result is not satisfactory.
Troubleshooting
Problem - The call transcript is missing or not generated.
Problem - The call transcript is missing or not generated.
Likely cause
Call recording or the Generate Call Transcript checkbox was not enabled before the call.
What to check
Verify that the Record Call toggle and Generate Call Transcript checkbox were turned on in the Record section of the calling interface before placing the call.
Resolution path
For future calls, always enable both settings before dialing. Existing calls with recording can be transcribed by clicking on the Generate Transcribe button when opening the Call Transcript.
Problem - Boolean search is not returning the expected call transcript results.
Problem - Boolean search is not returning the expected call transcript results.
Likely cause
The Call Logs checkbox is not selected, or search terms are too broad/narrow.
What to check
On the Candidates or Contacts List page, confirm that Boolean Search is used and Call Logs is checked.
Resolution path
Refine the search query and ensure Call Logs is selected to limit results to transcripts. Try alternative keywords or Boolean operators (AND, OR, NOT) as needed.
FAQs
Is there a duration limit for the call transcription?
Is there a duration limit for the call transcription?
The feature accommodates calls of varying lengths, with the only constraint being the size of the audio file, which should not exceed 25 MB (which equals 1 to 1.5 hours of call duration). This ensures a smooth and efficient transcription process.
What languages are supported by the transcription feature?
What languages are supported by the transcription feature?
The transcription feature supports a wide array of languages, including but not limited to English, Spanish, French, German, Chinese, Arabic, Hindi, and many more. Here is the complete list:
Afrikaans, Arabic, Armenian, Azerbaijani, Belarusian, Bosnian, Bulgarian, Catalan, Chinese, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Galician, German, Greek, Hebrew, Hindi, Hungarian, Icelandic, Indonesian, Italian, Japanese, Kannada, Kazakh, Korean, Latvian, Lithuanian, Macedonian, Malay, Marathi, Maori, Nepali, Norwegian, Persian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Slovenian, Spanish, Swahili, Swedish, Tagalog, Tamil, Thai, Turkish, Ukrainian, Urdu, Vietnamese, and Welsh.
Can I transcribe the calls recorded in the past?
Can I transcribe the calls recorded in the past?
Absolutely! You can generate transcripts for past calls from the call logs, making sure you always have access to the information you need, whenever you need it.
How accurate is the transcription?
How accurate is the transcription?
The Whisper ASR system is trained on a substantial amount of data, ensuring a high level of accuracy in transcription. However, the accuracy might vary based on the clarity of the audio and the language spoken.
Is there a limit to the use of this feature?
Is there a limit to the use of this feature?
The AI-Assist feature has a monthly token limit of 3000 minutes of call transcription.
Conclusion:
The AI Call Transcript Generator in Recruit CRM helps you capture, search, and act on every important conversation with candidates and clients.