AIRA Notetaker helps you automatically record, transcribe, and summarize your conversations. Whether you're a recruiter, sales manager or admin, setting it up is fast and straightforward.
Here’s how to get started in just 3 steps:
Step 1: Set Auto‑Join Rules
Tell AIRA Notetaker which meetings to join. Once you set this up, it works automatically.
To configure auto‑join settings:
Go to AIRA Notetaker → Settings → General settings
Under Recruiterflow bot will join, choose when AIRA should join from the options of:
All calls with web-conf link
Only candidate calls
Only contact calls
Candidate or contact calls
All calls with at least one external participant
Choose whose meetings AIRA Notetaker should join:
Where you are the owner
Where meeting owner is anyone
(Optional) Set language preferences for transcription
AIRA Notetaker will now join eligible meetings from your calendar automatically. You can also invite it manually by pasting a link, as seen in the image below.
Step 2: Enable Consent Notifications
Transparency is important, especially when recording. AIRA Notetaker helps you notify attendees in advance.
Enabling consent settings:
Go to AIRA Notetaker → Settings → General Settings
And enable the Pre-meeting email reminder toggle. This will inform attendees that the meeting will be recorded and will be sent 1 hour before the meeting time.
These messages ensure your participants are aware and aligned while keeping you compliant.
Step 3: Set a Default Summary Template
AIRA Notetaker generates meeting summaries using templates that are structured formats tailored for different call types.
To set your default template:
Go to AIRA Notetaker → Settings → Automation
Under the Based on meeting attendees section, you can select which template needs to be added under every category.
You can select a summary template offered by us, OR you can create your own template and set it up.You can also set a template based on the meeting title and highlight words the AIRA Notetaker can use to recognize and assign the template.
You can customize sections in each template and decide what information should be captured and how it's presented. AIRA Notetaker will use these templates to auto-generate summaries after each call.
To learn more about creating templates, check Setting up AIRA Notetaker Summary Templates.
First Meeting Capture Checklist
Before your first call, confirm the following:
Task | Status |
Calendar is synced with Recruiterflow | ✅ |
Meeting includes a valid Zoom, Meet, or Teams link | ✅ |
AIRA Notetaker is set to auto-join or has been manually invited | ✅ |
Default summary templates are set | ✅ |
Consent notifications are enabled/disabled | ✅ |
Once your meeting ends, AIRA Notetaker will:
Record and transcribe the call
Generate a summary using your template
Suggest follow-up tasks (upcoming)
Let you review, share, and take action all inside Recruiterflow