AI Assist for Notes and Call Logs in Recruit CRM | Recruit CRM

What does this feature do & when to use it?

AI Assist for notes and call logs in Recruit CRM uses AI to help you manage and improve written information in notes and call logs across all major entities (candidates, companies, contacts, jobs, and deals).

You can use this feature when you want to:

Turn long, unstructured notes into short, readable summaries.
Extract key points from a conversation or call into bullet points.
Improve the clarity and tone of your notes before saving them.
Standardize note-taking across your team with shared, reusable prompts.

Before you begin:

Please note:

AI Assist is available while adding notes and call logs on entities such as candidates, companies, contacts, jobs, and deals.
You access AI Assist by clicking the AI Assist icon in the note or call log area.
You can only delete prompts that you have created yourself. Prompts created by teammates must be deleted by those teammates.

Access AI Assist for notes

Open the relevant record (candidate, company, contact, job, or deal).
Go to the detail view of the record.
Start adding a note in the notes area.
Click the AI Assist icon within the note editor to open the AI Assist panel.

Use default prompts on notes

In the AI Assist panel, choose one of the three default prompts:

Summarize: to simplify and shorten the text you entered.
Extract key points: to turn the main information into bullet points.
Improve it: to refine and enhance the existing note.

Wait for AI Assist to generate the output based on the selected prompt. Review the generated text.

Apply AI-generated content (Replace, Copy, Regenerate)

To update your note with the AI version, click Replace to overwrite the original content.
To keep your original note but reuse the AI content elsewhere, click Copy to copy the AI output.
If you are not satisfied with the AI result, click Regenerate to produce a new version.

Once you are happy with the content, save your note as usual.

Use AI Assist for call logs

Open the record where you are logging a call.
Go to the Call Log section.
Start adding a call log entry.
Click the AI Assist icon or open the AI notes area within the Call Log section.
From the dropdown menu, choose one of the prompts: Summarize, Extract key points & Improve it.
Review the AI-generated notes and use Replace, Copy, or Regenerate as needed.
Save the call log with the improved content.

Create and save a custom prompt

While in the AI Assist interface (for a note or call log), type your custom instruction in the prompt input field (for example, “Write a summary in thirty words.”).
Click the Save Prompt button.
When prompted, name your prompt clearly so you can recognize it later.
Choose whether to share the prompt with your teammates or keep it private.
Confirm to save the prompt. It will appear under the Saved Prompts section.

Use saved prompts (including pinned prompts)

Open AI Assist from a note or call log.
Click on Saved Prompts.
Locate the prompt you want to use from the list.
If you have pinned prompts, they will appear at the top for quick access.
Click the desired prompt to apply it to the current text.
Review and then use Replace, Copy, or Regenerate as appropriate.

Pin and Unpin Saved Prompts

Open the Saved Prompts section in AI Assist.
Find the prompt you want to pin.
Click the pin icon to pin that prompt for quicker access.
To unpin it, click the unpin icon to remove it from the pinned area.

Delete your saved prompts

Open the Saved Prompts section in AI Assist.
Go to the My Prompts tab.
Hover over the prompt you want to delete.
Click the Delete icon.
Confirm deletion if prompted.

Remember:

You can only delete prompts that you have created.
If a prompt was created by a teammate, you will not see the delete option. The teammate who created it must delete it from their end.

FAQs

Is there a limit to the use of this feature?

Yes, the AI-Assist feature has monthly token limits that vary based on your plan. Token usage includes both input and output, and may vary depending on the language and content.

Monthly token limits per user:

• Free Plan – 50K tokens
• Pro Plan – 5 million tokens
• Business Plan – 10 million tokens
• Enterprise Plan – 20 million tokens

These limits apply to the following AI features:

• Generate Note Summary
• Generate Call Log Summary
• Generate Email Template
• Generate Email
• Generate Email Sequence
• Email Reply Suggestion
• Generate Candidate Summary
• Generate Job Description

Note: These token limits currently do not apply to AI Sourcing and AI Boolean Search.

Is there any limit to the number of prompts I can save?

The limit for prompts that can be saved is 50.

How many prompts can be pinned?

You can pin up to 50 prompts.

What happens if I reach the token limit?

If you reach the token limit, the AI-assist features will stop generating new content until the next monthly cycle begins. Users also get this error:

"Oops! It seems you have exhausted your 2 million token limit for this month. It will be restored on {date in this format 20 May 2023}"

What languages does the AI-Assist feature support?

Currently, the AI-Assist feature officially supports English. However, OpenAI is capable of understanding and generating text in several other languages, including French, Spanish, German, Italian, Dutch, and others. Please note that the quality of AI output may vary across languages.

When selecting a language in the AI-Assist settings, language options are displayed in their native form along with their ISO language codes (for example, Suomi (fi), Italiano (it), Nederlands (nl)). This format is shown consistently in the language dropdown and the selected state, and a checkmark indicator appears next to the currently selected language to make identification easier.

Conclusion:

AI Assist for notes and call logs in Recruit CRM helps you turn raw text into clear, structured, and reusable information across candidates, companies, contacts, jobs, and deals.