✨ All the users can use the AI Notetaker for free until 30.4.2026 ✨
The AI Notetaker is your smart meeting companion for applicant interviews. It automatically joins scheduled online interviews, transcribes the conversation in real time, and generates a structured summary and full transcript - all accessible from the Application Card. This guide walks you through setting it up and using it during interviews.
ℹ️ Note: AI Notetaker will not join to meeting that are scheduled before Notetaker was released and taken into use.
Configure AI Notetaker in Company Settings
To enable the AI Notetaker for your team:
Go to Settings > Company Settings -section > AI Assistant
Enable the toggle to activate AI Notetaker
Select which roles should have access (e.g. Admin, Recruiter, Hiring Manager)
Optionally:
Rename the notetaker
Choose if it should be added to interviews by default
Select a background image
Click Save configuration
Add AI Notetaker to Interview Invites
AI Notetaker will automatically join for all Teams-meetings, and can be Denied from the meeting before interview starts.
Note! Interview type needs to be Online-interview for AI Notetaker to be able to join.
Option 1: You have activated 2-way calendar sync:
With this calendar sync, you will get an interview link automatically, and AI Notetaker will join automatically. You can always decline access manually in the interview if needed.
Option 2: Adding the interview link manually
You need to use Microsoft Teams link in order for the AI Notetaker to work. When setting up the invite, you add the link to the invite, and AI Notetaker will join automatically. You can always decline access manually in the interview if needed.
ℹ️ Note: Remember to copy the correct link for the platform from the dropdown in your external calendar:
Accept AI Notetaker During the Interview
AI Notetaker joins the interview typically 5-7 minutes beforehand, but starts recording only when you Admit it as a guest participant.
Be sure to:
Allow the notetaker to join when prompted
Confirm it is listed as a participant before starting the conversation
ℹ️ Note: AI Notetaker will appear as TA Hire, or the name you have added in the settings.
Access Recording, Summary and Transcript
After the interview, everything is available in the Application Card:
Summary Tab: Key takeaways, strengths, areas of improvement, next steps
Transcript Tab: Full word-for-word dialogue with timestamps
(In the future) Chat Tab: Chat with AI about the applicant.
Data Security
We know you’re handling sensitive candidate information. That’s why AI Notetaker is built directly into TalentAdore Hire’s infrastructure.
Your data never leaves our platform. We don’t send recordings or transcripts to third-party AI services for training. Everything is processed securely within our GDPR-compliant, ISO 27001-certified system.
When applicants ask about the AI Notetaker, you can confidently explain that it’s not some external app, but a part of your secure, professional recruitment platform.
With the AI Notetaker, you ensure every detail about your candidates is in one place. If a candidate asks for their information in your register, you don’t need to worry about notes in Word or retrieving meeting recordings from Microsoft Teams.
Additional Tips
You can customize what the AI focuses on by adding interview goals in the configuration section.
If a candidate prefers not to be recorded, simply disable the notetaker when scheduling.
Use the summary tab to quickly align your team on follow-up actions.
AI Notetaker - Quick Troubleshooting Guide
If AI Notetaker didn't join the interview or recordings are missing, check these common reasons:
Incorrect Meeting Platform: AI Notetaker works only with Microsoft Teams meetings. Ensure the interview is set up in Teams.
Interview Type: The interview must be marked as "Online Interview" in the system.
Feature Not Enabled or Permissions Missing: In your company settings, ensure the AI Notetaker feature is activated and that you have sufficient permissions to use it.
Missing or Incorrect Meeting Link: Verify that the interview invitation includes a valid Microsoft Teams link. Other links (e.g., Zoom, Google Meet) will not work.
Interview Not Confirmed: AI Notetaker joins interviews only after the candidate has confirmed their participation.
Admitting AI Notetaker to the Meeting: Remember to admit AI Notetaker (usually appearing as "TA Hire" or your custom-configured name) as a participant when it requests to join the Teams meeting.
Recordings Not Appearing Immediately: Processing of recordings, transcriptions, and summaries usually takes 2-3 hours after the meeting ends. Also, ensure you have "AI Notetaker Assets" feature access to view recordings.
Poor Audio Quality: The quality of transcription and summary may degrade if the meeting has poor audio quality or excessive background noise.
If you have checked all the above points and the problem persists, please contact technical support.