How to Set Up the Automatically update Candidate Fields via AIRA Notetaker Agent?

By the end of this guide, you'll have your first Automated Agent up and running, automatically updating candidate profiles after every AIRA Notetaker call.

What you'll set up:

Enable the "Automatically update Candidate fields via AIRA Notetaker" agent
Create a custom rule for your workflow
Choose which fields to update and how
Add a custom prompt (optional but powerful)

Before You Start

You'll need:

✅ AIRA Notetaker already enabled
✅ Custom fields created (optional, create them in Settings → Custom Fields first)

Good to know:

This agent consumes 2 AIRA credits for every successful run
You can enable/disable agents anytime without losing your configuration
Rules are flexible; you can always come back and edit them

Step 1: Navigate to the Agents Page

From your Recruiterflow dashboard:

Click AIRA Agents in the left sidebar
Navigate to the AIRA Agents list

You'll see a list of available agents. Look for:
"Automatically update Candidate fields via AIRA Notetaker"

Step 2: Enable the Agent

Click the toggle switch on the agent card to turn it on.

[Screenshot: Agent card with toggle switch. Annotate: Before/After states showing toggle OFF then ON with green checkmark]

💡 Pro Tip: Just enabling the agent will make it start working for ALL your future AIRA Notetaker calls. But we recommend creating a rule first so you have more control over when and how it runs.

Step 2: Create a Rule to Choose When the Agent Should Run

Once clicked on the agent, you'll see the rule builder. And add the name of the Rule.

Step 3: Choose When the Agent Should Run (Optional)

By default, if enabled, the agent will run for every candidate after every AIRA Notetaker call.

But you can add criteria to make it more targeted:

Option A: Run for All Candidates

Leave the "For Calls that match" and "For Candidates that match" options empty.

This is the simplest setup that lets the agent work its magic for everyone.

Option B: Run for Specific Candidates and Calls Only

In these scenarios, you can define what candidates and calls the agent has to work on.

You get a host of filters to accurately identify the candidates and calls and then tell the agent what it needs to update.

Example 1: Only Active Candidates who were in an interview call

Under "For Calls that match", add filters: Stage → is one of → Screening, Interview, Offer, and click on Apply.
Under "For Calls that match" add filters: Call title → contains one of → Screening, Interview, Offer, and click on Apply.

You can add multiple filters in both the candidates that match and the calls that match options

Example 2: Only High-Priority Candidates

Under "For Calls that match" add filters: Tags → contains → Hotlist

Example 3: Only Candidates with Recent Activity

Under "For Calls that match" add filters: Organiser → is one of → [your name/ team members' names]
Under "For Candidates that match" add filters: Last Activity → is less than → 30 days ago

💡 Pro Tip: Start broad (no criteria) for your first rule. Once you see how the agent works, you can create additional rules with specific criteria.

Step 5: Select Fields to Update

This is where the magic happens. Choose which fields the agent should focus on.

How to Add a Field

Click "Add Fields" under the Update Fields option
Select the field from the dropdown (e.g., Summary, Remote Preference, Salary Expectations)
Choose an action: Add, Replace, or Suggest

You can add multiple fields to update in a single rule.

Understanding Actions: Add vs. Replace vs. Suggest

Action	What It Does	Best For
Add	Adds new information to the field (if empty) or appends to existing content	Summary, notes, multi-select fields
Replace	Overwrites existing content with new information	Single-select fields, dates, numbers
Suggest	Proposes changes but doesn't apply them until you approve	When you want manual review before updating

Common Field Configurations

Here are the most popular setups we see from recruiters:

Configuration 1: Update Summary After Every Call

Field: Summary
Action: Add (if existing value present) / Add (if no value present)
Why: Builds a comprehensive candidate summary over time without overwriting previous notes

Configuration 2: Track Remote Work Preference

Field: Remote Preference (custom single-select: Remote / Hybrid / On-site)
Action: Replace (if existing value present) / Add (if no value present)
Why: Always keep the latest preference. Candidates change their minds!

Configuration 3: Capture Salary Expectations (Suggest Mode)

Field: Salary Expectations (custom money field)
Action: Suggest (always)
Why: Salary is sensitive. You want to review before it's locked in

Configuration 4: Update Multiple Fields at Once

You can add as many fields as you want in a single rule!

Example setup for screening calls:

Summary: Add
Current Role: Replace
Notice Period: Replace
Remote Preference: Replace
Salary Expectations: Suggest
Open to Relocation: Replace

How Many Fields Should I Add?

Starting out? Pick 2-3 fields you update most often after calls (e.g., Summary + 2 key custom fields).

Feeling confident? Add 5-10 fields to automate your entire post-call workflow.

Power user? Add every field you track. Let AIRA handle it all.

Step 6: Add a Custom Prompt (Optional but Powerful)

Want to give AIRA extra context or specific instructions? Add a custom prompt.

When to Use Custom Prompts

✅ You have specific formatting requirements
✅ Your workflow has unique nuances
✅ You want to improve extraction accuracy for tricky fields

Custom Prompt Example

💡 Pro Tip: Keep prompts under 200 characters for best results. Be specific, not verbose.

Step 7: Name Your Rule

Give your rule a descriptive name so you can identify it later.

Good names:

"Post-Screening Call Updates"
"Hot Leads - Full Profile Update"
"Remote Preference Tracker"

Step 8: Save Your Rule

Click the Save button at the bottom of the rule builder.

🎉 Congrats! Your Automated Agent is now live.

What Happens Next?

The Agent Starts Working Immediately

The next time you log a call via AIRA Notetaker, the agent will:

Analyze the call transcript
Extract relevant information based on your field selections
Update the candidate profile (or create suggestions if you chose "Suggest" mode)

You'll see an activity on the candidate profile showing what the agent updated:

You'll Get a Notification (If Using Suggest Mode)

If any of your fields are set to "Suggest," you'll receive an alert:

"AIRA Suggestions available on [Candidate Name]"

Click the notification to review and approve/reject the suggestions.

Step 9: Test Your Setup

Want to make sure everything is working? Here's how to test:

Quick Test (5 minutes)

Log a test call via AIRA Notetaker (can be a real call or a practice call with a colleague)
Wait for the agent to process the transcript
Open the candidate profile and check:
- Is there a new activity from the agent?
- Were the correct fields updated?
- If using "Suggest" mode, did you receive a notification?

What to Check

✅ Fields were updated correctly (no hallucinations or wrong data)
✅ Activity logged on profile (you can see what changed)
✅ Suggestions appear (if you used "Suggest" mode)
✅ Credits were consumed (check Agents page → credit balance)

Managing Your Rules

Editing a Rule

Need to tweak your setup? No problem.

Go to AIRA Agents → Agent name
Click on the agent card
Find your rule and click "Edit"
Make changes and click "Save"

Creating Multiple Rules

You can create multiple rules for the same agent!

Why you might do this:

Rule 1: Update basic fields for all candidates
Rule 2: Update advanced fields only for candidates in "Interview" stage
Rule 3: Update specific fields for candidates tagged "Executive Search"

All applicable rules will run so you can layer your automation.

Troubleshooting

"The agent didn't run after my call"

Check these:

✅ Is the agent enabled? (Check the toggle)
✅ Does the candidate match your rule criteria?
✅ Was the call logged via AIRA Notetaker? (Manual call logs won't trigger the agent)
✅ Do you have sufficient credits? (Check Agents → Credit Balance)

"The agent updated the wrong information"

What to do:

Manually correct the field
Check the call transcript. Was the information actually mentioned?
If it's a recurring issue, add a custom prompt with clearer instructions
Consider switching the field to "Suggest" mode for manual review

"I'm not seeing any suggestions"

Check these:

✅ Did you set fields to "Suggest" mode? (Add/Replace modes update automatically without suggestions)
✅ Were there any new data points in the call? (If nothing new was mentioned, the agent won't suggest changes)