If AIRA joined your call but the transcript or meeting notes aren't showing up, work through the checks below. Most cases come down to one of a few things - a processing delay, AIRA not being admitted to the meeting, or a calendar sync gap.
First: wait at least 15–20 minutes
After a call ends, AIRA needs time to process the transcript, generate the summary, and sync the recording. On average this takes about 15 minutes, longer for calls over an hour or calls with large recordings.
If you're checking immediately after your call ends, give it a bit more time before troubleshooting further.
Check the right places
Once processing is complete, the meeting appears in two places:
The candidate or contact profile → Meetings tab
AIRA Notetaker → Meetings (filterable by date, host, and meeting type)
If you're only looking in one location, check the other. It's also worth confirming the candidate's Recruiterflow profile is the one associated with the meeting. If the profile wasn't linked when the meeting was created, the notes may not appear on the record you're expecting.
Confirm AIRA was actually admitted to the meeting
AIRA enters your call as a bot participant. It has to be admitted from the waiting room by the meeting host. If the bot was never let in, no recording or transcript is captured at all.
Things to check:
Did you see "AIRA Notetaker" appear as a participant during the call?
On Microsoft Teams: the meeting organizer must admit the bot from the lobby. If the meeting started without doing this, AIRA won't have any data to process.
If your meeting was set to block external participants or had strict lobby settings, AIRA may have been prevented from joining entirely.
Going forward: when AIRA is scheduled for a meeting, you'll see it in AIRA Notetaker → Upcoming. If you see it there before the call, make sure to admit it when it joins.
Check that the meeting was in your Upcoming list before the call
AIRA schedules notetaker bots based on calendar events it can see. If the meeting didn't appear in AIRA Notetaker → Upcoming before the call started, AIRA didn't know to join it, and no transcript will exist.
This can happen when:
Your calendar isn't connected to Recruiterflow (check in Settings → Permissions)
The meeting was created or updated after AIRA last synced your calendar
The meeting was on a calendar that isn't connected (e.g., a shared or delegated calendar vs. your primary calendar)
The notetaker was manually disabled for that specific meeting
Verify your notetaker settings
Go to AIRA Notetaker → Settings and confirm:
The notetaker is enabled for the meeting type in question (external calls, internal calls, or both)
Your calendar integration is connected and active
The correct calendar account is synced. If you have multiple email accounts, make sure the one the meeting was on is the one connected
Still missing? Contact support
If you've checked all of the above and the meeting still isn't showing up, the engineering team can investigate the specific call.
Email help@recruiterflow.com with:
The date and approximate time of the meeting
The meeting platform (Zoom, Microsoft Teams, Google Meet, etc.)
The name of the candidate or contact the meeting was with
A screenshot of AIRA Notetaker → Meetings filtered to that date
The more detail you can provide upfront, the faster the team can find what happened.