What this feature does and when to use it?
Meeting Notetaker is an AI-powered notetaking feature in Recruit CRM that can join your meetings, record and transcribe conversations, and generate an AI summary. Meeting recordings, transcripts, and summaries are linked directly to the relevant candidate, contact, job, deal, or company, making it easier to revisit and search past conversations.
Use the Meeting Notetaker when you want to:
Capture meeting conversations without taking notes manually.
Review a meeting later using its recording, transcript, or AI-generated summary.
Search past conversations by keywords within the transcript.
Keep meeting information organized with the relevant candidate, contact, job, deal, or company
Please note: This feature is currently in Beta and will be gradually rolled out to all users.
Please note
The Meeting Notetaker currently does not support Zoom meetings. Support for Zoom will be available soon.
The Notetaker will use Recruit CRM Credits based on meeting usage. In case you come across any usage restrictions, please reach out to your Account Manager.
Before you begin
To use the Meeting Notetaker:
An Owner, Admin, or user with the required custom role permission must enable the feature for the account.
To have the notetaker join meetings automatically, connect your calendar in Calendar Settings.
If your calendar is not connected, you can still add the notetaker manually to a meeting using its Meet, Zoom, or Teams link.
How the notetaker joins your meetings?
Automatic joining:
When your calendar is connected, the Meeting Notetaker can read the meeting link from your calendar event and join the meeting automatically at the scheduled time.
About 5 minutes before an eligible meeting, an overlay appears on your screen. From the overlay, you can turn the notetaker on or off or join the meeting directly.
Add the notetaker manually:
If the meeting is not available through your connected calendar, you can add the notetaker manually.
Go to Calendar Settings.
Paste the Meet, Zoom, or Teams link for your meeting and click on Add.
Please Note
A manually added meeting only logs the title, time, and link. It does not carry the extra calendar details that a synced meeting would have.
The overlay widget: About 5 minutes before an eligible meeting, an overlay appears so you can turn the notetaker on or off, or join the meeting directly from it.
If a meeting's auto record toggle is off, the overlay will not appear for that meeting at all. To bring it back, go to Tasks and Meetings and turn that meeting's toggle on, and the overlay will appear as expected.
Controlling the notetaker during a meeting
Once the notetaker has joined your meeting, you can:
Pause or resume the notetaker.
Remove the notetaker from the meeting.
Minimize the overlay.
Move the overlay around your screen. It stays within the visible area.
Please Note
Turning off your own participation after the notetaker has already joined does not remove the active notetaker session. The session continues until the meeting ends or the notetaker is removed.
For Microsoft Teams meetings, due to Microsoft Teams security policies, the Recruit CRM Notetaker will wait in the meeting lobby until it is allowed to join.
Viewing recordings, transcripts, and summaries
You can open a recording from either of these places:
From the related record
To view a recorded meeting from the candidate, contact, job, deal, or company it is linked to, open the record and navigate to the Meetings section from the Activity panel on the left. Then, click View Recording and Transcription to open the meeting recording, transcript, and summary.
From the Meeting List page
Go to the Tasks and Meetings page and open the Meeting List. Locate the Recording column to access the meeting recording. If the column is not visible, click the Pencil icon in the top right corner and enable Recording from the list of available columns.
The recording viewer displays the recording along with the AI summary, meeting overview, and full transcript.
From the recording viewer, you can:
Search the transcript by keyword, with matching words highlighted.
Search the AI summary by keyword, with matching words highlighted.
Download the recording.
Download the transcript as a TXT file.
Copy the meeting summary.
Copy the recording link.
Delete the recording.
Recording status
The Meetings list also includes a Recording Status filter, which helps you find meetings based on their recording status:
Recording available
Recording not available
In progress
Please Note
Deleting a meeting permanently removes its recording, transcript, and summary together. This cannot be undone.
Account and calendar settings
You can manage the Meeting Notetaker settings for everyone on the account from Admin Settings > Account Settings. An Owner, Admin, or user with the required custom role permission can:
Turn the Meeting Notetaker on or off for the account.
Set a custom display name for the notetaker.
Choose the recording mode:
Audio + Video
Audio Only
Transcript & Summary Only
The notetaker's display name cannot be left empty. By default it will display RCRM notetaker bot which is completely editable.
Please Note
The recording mode is configured at the account level and applies to everyone on the account.
If several people on your account have auto record turned on for the same meeting, only one notetaker joins that meeting, rather than one per attendee.
Once every human participant has left the meeting, the notetaker waits 5 minutes and then leaves on its own.
Video recordings are automatically deleted after 1 year. Before that happens, you will get both an email and an in app notification. Transcripts and summaries are never automatically deleted.
Personal calendar settings
Your personal Calendar Settings control how the notetaker behaves for meetings you own.
The Allow notetaker by default preference applies only to meetings that you own.
Meeting Notetaker credit usage
The Meeting Notetaker uses Recruit CRM Credits based on the duration of the meeting. It consumes 9 credits for every 1 hour of usage. If a meeting lasts less than 1 minute, no credits will be deducted.
Credits must be available for the Notetaker to join a meeting. If there are no available credits, the Notetaker will not join the meeting, including when the meeting link is added manually. If the account has deficit credits, the Notetaker will also be unable to join new meetings.
If the Notetaker cannot join because of insufficient or deficit credits, a temporary pop-up will indicate that the Notetaker failed to join. The popup will automatically disappear after 10 seconds.
If the available credits run out after the Notetaker has already joined a meeting, it will continue recording and will not leave the meeting. Any additional credits consumed will be reflected as deficit credits.
Adding credits before a meeting: Credits added shortly before a scheduled meeting may not always be used for that meeting. The system processes upcoming meetings in advance, so if the meeting has already been processed before the credits are added, the Notetaker will not join that meeting. The newly added credits will apply to subsequent upcoming meetings.
For example: If a meeting is scheduled for 12:50, credits run out at 12:43, and the system processes the upcoming meeting at 12:45, adding credits at 12:48 will not make the Notetaker join the 12:50 meeting. The newly added credits will apply to subsequent upcoming meetings.
Recording retention
Video recordings are automatically deleted after 1 year. Before a recording is deleted, you’ll receive both an email notification and an in-app notification, giving you an opportunity to download the recording if needed.
Meeting transcripts and summaries are not automatically deleted.
Here is a video to walk you through the Recruit CRM Meeting Notetaker.
FAQs
What do I need for the Notetaker to join automatically?
What do I need for the Notetaker to join automatically?
Connect your calendar and make sure the toggle that allows the notetaker to join your meetings is turned on. Once that is done, the notetaker reads the meeting link and joins at the scheduled time.
Can I record only audio, or only get a transcript?
Can I record only audio, or only get a transcript?
Yes. Choose Audio + Video, Audio Only, or Transcript & Summary Only. This is set once for the whole account.
What happens to my recordings and transcripts over time?
What happens to my recordings and transcripts over time?
Video recordings are deleted automatically after 1 year, with an email and in app notification beforehand. Transcripts and summaries are kept unless you delete the meeting yourself.
What happens if I delete a meeting?
What happens if I delete a meeting?
Its recording, transcript, and summary are all permanently removed together. There is no way to recover them afterward.
Will multiple notetakers join if several of us have auto record turned on for the same meeting?
Will multiple notetakers join if several of us have auto record turned on for the same meeting?
No. Recruit CRM recognizes that the meeting already has a notetaker joining from your account and will not add a second one.
Conclusion:
The Meeting Notetaker helps you capture important conversations without taking notes manually. It can automatically join or be added to meetings, record and transcribe conversations, generate AI summaries, and keep the information linked to the relevant Recruit CRM record. With searchable transcripts, recording controls, and flexible recording options, you can easily revisit important conversations whenever needed.