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 Automatically invite AIRA Notetaker to, use the toggle at the top to enable or disable Notetaker globally. When the toggle is off, AIRA will not join any calls — including ones already scheduled.
When enabled, choose which calls AIRA should join:
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.
Heads up for Google Meet users: Google Meet now labels AIRA Notetaker as "potential risk" in the meeting waiting room. This is expected behavior following a Google platform update. It does not indicate any issue with AIRA. When you see this, click the three-dot menu next to AIRA Notetaker and select Admit to let it into the call. Everything works as normal from there.
Smart Exclusion Filters
In addition to the meeting type rules above, you can fine-tune when AIRA should not join using the exclusion filters below.
Exclude calls where both a candidate and a contact are present
Enable the "Exclude if BOTH candidate AND contact are invited" checkbox to prevent AIRA from joining calls where both a candidate and a contact are present as attendees.
This is especially useful for search firms and retained recruiters. When a consultant schedules an interview between a candidate and a client (contact), you typically don't want the Notetaker recording that conversation. Enabling this checkbox ensures AIRA stays out of those calls automatically.
Example: A recruiter sets up a final-round interview between a candidate and a hiring manager (contact). With this checkbox enabled, AIRA will not join — even if the meeting type setting would normally include it.
Exclude specific email domains or addresses
Use the "Exclude specific email domains or addresses" field to prevent AIRA from joining any meeting that includes a particular email domain or address as an attendee.
Enter one or more domains (e.g., client.com) or full email addresses (e.g., cto@client.com), separated by commas, then press Enter to save each entry.
AIRA will skip any meeting where a matching address is on the invite — regardless of other settings.
Use cases:
— Exclude a sensitive client who has asked not to be recorded: add their email address
— Prevent Notetaker from joining any call with a specific company: add their domain
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 enabled (toggle is on) | ✅ |
AIRA Notetaker is set to auto-join or has been manually invited | ✅ |
Smart exclusion filters are configured (if needed) | ✅ |
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 or next steps
Let you review, share, and take action all inside Recruiterflow