AIRA Notetaker isn't limited to video meetings. It also captures and transcribes calls made through your connected calling integration. This guide explains how phone call capture works, what's required, and how to troubleshoot when a call isn't appearing.
How it works
For video meetings (Zoom, Google Meet, Microsoft Teams), AIRA joins as a bot participant.
Phone calls work differently.
There's no bot to "join." Instead, Recruiterflow retrieves the recording and/or transcription directly from your calling provider after the call ends.
This means:
You don't need to schedule a call in advance for it to be captured. AIRA picks up the recording automatically once the call completes.
The call must go through your connected calling integration (RingCentral, Twilio, AirCall, or similar), not a personal mobile device outside the system.
Call recording must be enabled in your calling provider's settings. Recruiterflow retrieves what the provider captures, so if recording isn't on at the provider level, there's nothing to pull.
What you need before getting started
A connected calling integration: Go to Settings → Integrations and confirm your calling provider is connected and shows an active status.
Recording enabled in your provider: Log into your RingCentral, Twilio, or AirCall account and confirm that call recording is turned on. The specific setting varies by provider. Look for "Automatic Call Recording" or "Call Recording" in your provider's admin settings.
Making a call that AIRA will capture
Calls placed from within Recruiterflow (using the Call button on a candidate or contact's profile) are automatically linked to that profile. Once the call ends, Recruiterflow retrieves the recording and creates a call record on the Calls & Meetings tab of that profile.
If you dial using your provider's native app or desk phone rather than from within Recruiterflow, the call may still be captured, but it will only appear in Recruiterflow if the system can match the phone number to an existing candidate or contact record.
What you'll see after the call
Once a call is captured and processed, Recruiterflow creates a call record that includes:
Date, time, duration, and participants
A one-paragraph summary generated from the transcript, based on your default notetaker template
The full transcript with speaker names and timestamps (where the provider supplies a transcript)
AI-suggested follow-up tasks with recommended due dates
You can view it on the candidate/contact profile under Meetings, or in the central Mettings page under AIRA Notetaker. From the Mettings page, you can edit the summary, run AIRA Agents to fill in missing profile fields.
Things to know
Transcription availability depends on your provider and plan: Some integrations (RingCentral with transcription enabled, for example) deliver a full speaker-attributed transcript. Others deliver audio only, in which case AIRA will summarize from the audio. Check your provider's documentation to see if transcription is included on your plan.
Recording consent: Call recording laws vary significantly by country and state. Make sure you comply with applicable consent requirements before enabling recording. Recruiterflow's notification settings (email notification 1 hour before a meeting, or in-meeting chat message) can help inform participants, though these apply primarily to video meetings, not phone calls.
Troubleshooting
Call isn't appearing in Recruiterflow
Check Settings → Integrations to confirm your calling integration is still connected. If it shows an error or disconnected status, reconnect it.
Confirm that recording is enabled in your calling provider's settings. If recording was off for this call, there's nothing for Recruiterflow to retrieve.
If the call was made from outside Recruiterflow, confirm the phone number used is saved on a candidate or contact record in Recruiterflow. Without a matching record, the call can't be attributed.
Allow a few minutes after the call ends for processing. Large recordings or busy provider queues can add a short delay.
Call appears but there's no transcript
Your provider may not include transcription on your current plan. Contact your provider to check and upgrade if needed.
If your provider supports transcription, confirm the transcription feature is enabled in your provider's settings. It's often separate from basic call recording.
Summary doesn't look right
AIRA generates the summary using your default notetaker template. If the output doesn't match your needs, go to AIRA Notetaker → Settings → Summary Templates to review and update your default template. You can also edit the summary directly on the individual call record at any time, or choose a different template from the call page to regenerate it.