This integration enables your recruiting team to conduct phone screens, follow-ups, and candidate conversations while keeping all communication centralized in Recruiterflow.
Overview
The Microsoft Teams Voice integration allows you to:
Place calls from Recruiterflow: Call candidates and contacts directly from their profiles
Auto-log in AIRA Notetaker: Recordings appear automatically with transcripts and summaries
Prerequisites
Before setting up Teams Voice integration, ensure:
✅ Your organization has Microsoft Teams Phone License enabled
✅ You have a Microsoft Teams account with calling capabilities
✅ You have access to OneDrive for storing call recordings
✅ Your Global Microsoft Administrator has established the initial connection (see below)
✅ You have created a folder in OneDrive where recordings will be stored
Note: You need a Microsoft Teams plan that includes the Teams Phone License. If you're unsure about your license, contact your IT administrator.
Setup Process: Two Steps
Step 1: Global Microsoft Administrator Establishes Organization-Wide Connection (Required First)
Before individual team members can use Teams Voice, a Global Microsoft Administrator must enable the integration for your organization.
⚠️ Important: If the Global Administrator disconnects their connection, all other users will also be disconnected from the integration.
For Global Microsoft Administrators:
Navigate to Settings > Integrations
Under Telephony, select Teams Phone from the dropdown
Click "Enable Teams Phone for your organization"
Review and accept the requested permissions in the Microsoft consent screen
Confirm the connection is successful
Once the Global Administrator completes this step, all team members can proceed to connect their individual accounts.
Step 2: Individual Users Connect Their Teams Phone
After your Global Microsoft Administrator has enabled the integration, each user needs to connect their personal Teams Phone account to Recruiterflow.'
Before you begin: Create a folder in your OneDrive where you want call recordings to be stored (e.g., "Recruiterflow Call Recordings").
For Individual Users:
Navigate to Settings > Integrations in Recruiterflow
Under Telephony, select Teams Phone from the dropdown
Enter your Teams phone number in the provided field. You will find it in the Calls tab in your Teams app.
Format: Include country code with no spaces or dashes
Example:
+1234567890or+442071234567❌ Incorrect:
+1 234-567-8900or1234567890✅ Correct:
+1234567890
Configure your recording storage location:
Start typing the name of an existing OneDrive folder
Select the folder from the auto-complete dropdown that appears
You can add multiple folders to give Recruiterflow different storage locations to check
Note: You must create the folder in OneDrive first; you cannot create new folders from within Recruiterflow
Click "Save" to complete the setup
Storage Location Tips:
Create a dedicated folder like "Recruiterflow Call Recordings" in your OneDrive before connecting
Adding multiple folders allows Recruiterflow to source recordings from different locations
Useful if you organize recordings by client, department, or call type
The folder must already exist in your OneDrive to appear in the auto-complete list
How to Make Calls Using Teams Voice
Once your Teams Voice integration is connected, you can make calls directly from candidate and contact profiles.
Making a Call
Navigate to a candidate or contact profile in Recruiterflow
Locate the phone number field and click the call icon or "Call" button
The Microsoft Teams dialer will open automatically
The call will be initiated through your Teams application
Recording the Call
Important: Recording is manual and must be started from within the Teams dialer. There is no automatic recording option.
To record the call:
Once the call connects, click the "More actions" (...) menu in Teams
Select "Start recording"
All participants will be automatically notified that the call is being recorded
The recording will automatically save to your specified OneDrive folder when the call ends
Note: You must manually start the recording for it to be captured and sent to AIRA Notetaker. Calls that are not recorded will not appear in AIRA Notetaker.
Call Outcome Logging
After your call ends, Recruiterflow will automatically detect the call outcome:
Connected: You successfully spoke with the person
Not Connected: The call was not answered, went to voicemail, busy signal, etc.
The call outcome and duration will be automatically logged to the candidate or contact's activity timeline in Recruiterflow.
Accessing Call Recordings in AIRA Notetaker
When Will Recordings Be Available?
Call recordings appear in AIRA Notetaker approximately 15-20 minutes after the call ends.
This processing time allows for:
Recording upload from Teams to OneDrive
Transfer from OneDrive to Recruiterflow
AIRA processing for automatic transcription and summary generation
Troubleshooting Common Issues
Teams Dialer Doesn't Open
Possible causes:
Microsoft Teams application is not running or not installed
Teams Phone License is not active on your account
Browser is blocking the Teams protocol
Teams integration is not properly connected
Solutions:
Ensure Microsoft Teams is running on your computer
Verify you have the Microsoft Teams Phone License enabled
Check that your browser allows opening external applications
Try clicking the call button again
Reconnect your Teams Phone integration in Settings > Integrations
Recording Not Appearing in AIRA Notetaker
Possible causes:
Recording was not started manually in Teams during the call
Not enough time has passed (processing takes 15-20 minutes)
OneDrive folder permissions issue
Recording saved to a different folder not connected to Recruiterflow
Solutions:
Verify you clicked "Start recording" in the Teams dialer during the call
Wait the full 15-20 minutes for processing
Check that the recording appears in your specified OneDrive folder(s)
Verify all relevant OneDrive folders are added in your Teams Phone settings
Confirm OneDrive folder permissions allow Recruiterflow access
Can't Find My OneDrive Folder
Possible causes:
The folder doesn't exist yet in OneDrive
OneDrive permissions not granted to Recruiterflow
Typing the folder name incorrectly
OneDrive sync delay
Solutions:
First, create the folder in OneDrive, then return to Recruiterflow
Open OneDrive in your browser to confirm the folder exists
Type the folder name slowly to allow auto-complete to load
Re-authorize OneDrive access in Settings > Integrations
Wait a few minutes after creating the folder, then try again
Phone Number Format Error
Possible causes:
Phone number entered with spaces or dashes
Country code missing
Invalid characters in the number
Solutions:
Use format:
+[country code][phone number]with no spaces or dashes✅ Correct:
+1234567890,+442071234567❌ Incorrect:
+1 234-567-8900,1234567890,+1 (234) 567-8900Remove all spaces, dashes, parentheses, and other formatting
Call Not Logging in Candidate Profile
Possible causes:
Teams Voice integration connection was lost
Profile sync issue
Solutions:
Check your Teams Voice connection status in Settings > Integrations
Refresh the page and check the activity timeline again
Verify the Global Administrator's connection is still active
Integration Suddenly Stopped Working for Everyone
Possible cause:
The Global Microsoft Administrator disconnected their connection
Solution:
Contact your Global Microsoft Administrator to reconnect the integration
All users will need to reconnect their individual accounts after the admin reconnects
Best Practices
📌 Always start recording manually: Remember to click "Start recording" in Teams if you want the call captured in AIRA Notetaker
📌 Create folders before connecting: Set up your OneDrive folders before configuring the integration to avoid confusion
📌 Add multiple storage locations: If you organize recordings across multiple folders, add them all to Recruiterflow for complete coverage
📌 Inform candidates about recording: Let candidates know the call may be recorded at the beginning of your conversation
📌 Review summaries promptly: Check AIRA Notetaker summaries within 24 hours while the conversation is fresh
📌 Verify phone number format: Double-check that your Teams phone number is entered correctly with country code and no spaces
📌 Test first: Make a test call to a colleague before using with candidates to ensure everything works
📌 Monitor admin connection: If you're the Global Administrator, be aware that disconnecting will affect all users
Frequently Asked Questions
Q: What Teams license do I need?
A: You need a Microsoft Teams plan that includes the Teams Phone License. Contact your IT administrator to verify your license status.
Q: What happens if the Global Administrator leaves the company?
A: If the Global Administrator who set up the integration leaves, you'll need another Global Administrator to reconnect the integration for the organization. All users will then need to reconnect individually.
Q: Can I make calls without recording them?
A: Yes. Simply don't click "Start recording" in Teams. The call outcome will still be automatically logged in Recruiterflow, but no recording will appear in AIRA Notetaker.
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Q: Can I change my OneDrive folders after setup?
A: Yes, go back to Settings > Integrations > Teams Phone and update your folder selections at any time.
Q: What if I forget to start recording?
A: The call outcome will still be automatically logged in the candidate's activity timeline, but no recording or transcript will be available in AIRA Notetaker.
Q: Can my entire team see my call recordings?
A: Recording visibility depends on your Recruiterflow permissions and job assignments. Team members with access to the candidate/contact can typically see call recordings in their activity timeline and AIRA Notetaker.
Q: How do I know if my call outcome was detected correctly?
A: Check the candidate or contact's activity timeline after the call. The call log will show either "Connected" or "Not Connected" status automatically.
Q: Why do I need to add multiple folders?
A: Adding multiple folders allows Recruiterflow to search different locations for recordings. This is useful if you organize recordings by client, department, or call type in different OneDrive folders.
Need Help? If you have questions about setting up or using Microsoft Teams Voice integration, contact our support team at help@recruiterflow.com or use the in-app chat widget.