Skip to main content

How to add AIRA Notetaker to a video and voice call?

Ensure your calls are logged and transcribed with AIRA Notetaker

Amogh Balikai avatar
Written by Amogh Balikai
Updated over 2 weeks ago

Once AIRA Notetaker is set up, your first meeting summary is just a call away. This guide helps you add and verify that AIRA Notetakers join calls, review the captured summary and transcript, and share the output so you can confidently use it moving forward.

Step 1: Adding AIRA Notetaker to Video Meetings & Voice Calls

AIRA Notetaker can be used to log both video calls and voice calls.

Adding AIRA Notetaker to Video Meetings

To add AIRA Noretaker to a video meeting, you can set up an event on the candidate's or contact's page, under the Schedule tab, as seen in the image below.

Once the event is created, you will see the event also automatically appear in the Notetaker meeting section, as seen in the image below.

Even if you set up the event in your Google or Microsoft calendar, and it involves a candidate or contact that is in your Recruiterflow account, AIRA Notetaker will be auto-added to the call (if enabled in settings), and you will see it in the Notetaker > Meetings tab as shown in the image below.

Note:

  1. Ensure you have linked your Google or Microsoft calendar to your Recruiterflow account

  2. AIRA Notetaker will use the video platform (Google Meet, Microsoft Teams or Zoom) as added in the call

If you want to prevent AIRA Notetaker from attending the meeting, you can simply turn off the toggle.

Also, you can add AIRA Notetaker to any video call anytime, by just pasting the video meeting link in the dropbox here, as seen in the image.

Adding AIRA Notetaker to Voice Meetings

AIRA Notetaker also provides the transcript and call recordings of the voice calls you make with a candidate or a contact.

To ensure AIRA Notetaker is enabled on these, here are the prerequisites:

  1. Ensure you are using RingCentral, Twilio, or Aircall - these are the only platforms we are supporting right now

  2. Ensure you have enabled call logging and call recording from Settings > Integrations. You can refer to the image below.

Once these things are set, you can now head to a candidate or contact profile and then simply start a call as shown in the image.

When the call is complete, AIRA Notetaker will log it in the Meetings tab and you can refer the transcript, summary and more details here as seen in the image. The icon represents the platform where the call happened so that you can easily differentiate between video and voice calls.

ℹ️ If you don't see the meeting listed, double-check:

  • Your calendar event had a valid video link

  • AIRA was configured to auto-join that meeting type

  • You were the meeting owner (if required by your settings)

Step 2: Verify the Meeting Summary

Once the meeting ends, AIRA Notetaker will:

  • Transcribe the conversation

  • Generate a structured summary based on your default template

  • Suggest follow-up tasks or next steps

To review the summary:

  1. Open the meeting card from the Meetings tab in AIRA Notetaker.

  2. Click on the Meeting Title to enter the full Meeting Page

  3. Review:

    • Header: Title, date/time, participants

    • Summary Sections: Based on your chosen template

    • Transcript: Full text with speaker labels

    • Recording: If enabled

You can:

  • Edit any section of the summary

  • Change the template and regenerate the summary

  • Click any part of the transcript to jump to that moment in the audio/video

Step 3: Save or Share the Summary

AIRA summaries are designed for collaboration—share them with clients or team members easily.

Options to share:

  • Copy a section or the full summary (formatting retained)

  • Download as PDF for client-ready sharing


Pro Tips

  • Use consistent summary templates to keep your notes standardized

  • Customize your default template before your next call (via AIRA Notetaker → Settings → Summary Templates)

Did this answer your question?