AIRA Notetaker automatically joins and records your calls based on your settings. This article covers everything you can configure — which calls AIRA joins, how to turn it off entirely, and how to exclude specific calls using smart filters.
Enabling or Disabling AIRA Notetaker
The toggle at the top of the settings panel controls whether AIRA Notetaker is active at all. When the toggle is off, AIRA will not join any calls — including ones that are already scheduled on your calendar.
Turn this off if you want to pause Notetaker entirely without changing any of your other settings. Turn it back on and your previous configuration picks up from where you left off.
Note: Changes to these settings apply immediately and only affect calendar events created from that point forward. The bot will never be added to meetings scheduled before the change.
Meeting Types: Which Calls AIRA Joins
When Notetaker is enabled, use the meeting type dropdown to define which calls AIRA should automatically join.
1. All Calls with Web Conference Link
AIRA joins every call that includes a valid video conferencing link — Zoom, Google Meet, or Microsoft Teams — regardless of who's attending.
Use this when: You want complete call coverage and don't want to manually manage which calls AIRA joins.
Example: You have three calls today — a candidate interview on Zoom, a client update on Google Meet, and an internal team sync on Teams. AIRA joins all three.
2. Only Candidate Calls
AIRA joins calls where the external participants are candidates recorded in Recruiterflow.
Use this when: You want to capture interviews and screening calls but keep client and internal calls private.
Recruiter + candidate → ✅ AIRA joins
Two recruiters → ❌ AIRA does not join
Recruiter + candidate + hiring manager → ❌ AIRA does not join
3. Only Contact Calls
AIRA joins calls where the external participants are contacts (clients, hiring managers) recorded in Recruiterflow.
Use this when: You want to capture intake calls, client updates, and negotiations, but not candidate interviews.
Recruiter + client contact → ✅ AIRA joins
Recruiter + candidate → ❌ AIRA does not join
Recruiter + client + candidate → ❌ AIRA does not join (candidate is present)
4. Candidate or Contact Calls
AIRA joins calls where at least one participant is either a candidate or a contact in Recruiterflow.
Use this when: You want to cover all external conversations — both candidate and client calls — while skipping internal team meetings.
Candidate interview → ✅ AIRA joins
Client update meeting → ✅ AIRA joins
Internal team sync → ❌ AIRA does not join
5. All Calls with At Least One External Participant
AIRA joins any call where at least one participant is not a user in your Recruiterflow account. This includes candidates, clients, and anyone else outside your workspace.
Use this when: You want AIRA to join any external-facing meeting but skip purely internal calls between team members.
Example: A and B are Recruiterflow users. C is an external candidate.
Call between A, B, and C → ✅ AIRA joins (external participant present)
Call between A and C → ✅ AIRA joins
Call between A and B → ❌ AIRA does not join (no external participant)
Choosing the Right Option
Meeting Type | Best For | Joins Internal Calls? | Joins Candidate Calls? | Joins Client Calls? |
All calls with web-conf link | Complete coverage | ✅ | ✅ | ✅ |
Only candidate calls | Interview-focused teams | ❌ | ✅ | ❌ |
Only contact calls | Client-focused teams | ❌ | ❌ | ✅ |
Candidate or contact calls | External-facing teams | ❌ | ✅ | ✅ |
All calls with at least one external participant | Balanced coverage | ❌ | ✅ | ✅ |
Smart Exclusion Filters
Even after setting a meeting type, you can use exclusion filters to carve out specific calls AIRA should never join. These filters override your meeting type selection.
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 any call where both a candidate and a contact appear as attendees.
This is designed for search firms and retained recruiters. When a consultant schedules an interview between a candidate and a client (contact), the bot shouldn't be in the room — that's a conversation between two people you've introduced to each other, not a call you need recorded. Enabling this checkbox handles that 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 block AIRA from joining any meeting that includes a particular email address or domain as an attendee.
Enter one or more domains (e.g., client.com) or full addresses (e.g., cto@client.com), separated by commas. Press Enter after each entry to save it.
AIRA will skip any meeting where a matching address is on the invite — regardless of all other settings.
Use cases:
— A client has asked not to be recorded: add their email address
— You never want AIRA joining calls with a specific company: add their domain
Tip
You can update these settings at any time. Go to AIRA Notetaker Settings in Recruiterflow and adjust to whatever fits your current workflow.