Let Greenhouse Notetaker Transcribe and Summarize Interviews

What This Does

Notetaker joins a Zoom, Google Meet, or Microsoft Teams interview, records it, and produces a searchable transcript with an AI summary mapped to your scorecard questions. Interviewers stop splitting attention between the conversation and their notepad, and you get a written record to pull from during the debrief instead of relying on memory.

Before You Start

• Your Greenhouse admin has turned Notetaker on for your office or department (Configure → AI Tools → Greenhouse Notetaker); check with your TA ops team if you're not sure this has happened yet
• Your org has enough Notetaker credits for the interview volume you run; it uses one credit per recorded interview
• The interview is happening over Zoom, Google Meet, or Microsoft Teams; other formats aren't supported
• You're comfortable getting candidate consent, Greenhouse handles the request automatically during scheduling, but you should know it's happening

Steps

1. Find the AI feature

When you set up or edit an interview in Greenhouse, open Additional Settings and look for a checkbox to enable Greenhouse Notetaker. On some interview screens this instead appears under an ellipsis (⋯) menu labeled "Add notetaker." Either way, it's a one-time toggle per interview, not per candidate.

2. Tell it what you need

There's nothing to type here. Once enabled, Greenhouse requests candidate consent as part of the scheduling or self-schedule flow, and Notetaker joins the call automatically at the scheduled time. The candidate can decline or withdraw consent later, in which case the recording stops.

3. Review and use the result

After the interview, open the candidate's profile and go to the notes or activity tab. You'll find a full transcript with clickable timestamps that jump to that moment in the recording, plus an AI-generated summary organized against your scorecard questions. Interviewers can edit the AI notes and approve them into the official scorecard with one click, or search the transcript for a specific phrase instead of scrubbing through the recording.

Real Example

Scenario: A five-person panel is interviewing a finalist for a Senior Data Analyst role, and normally each interviewer scribbles notes mid-conversation and half-remembers the rest by debrief time.

What you type/do: You enable Notetaker on all five interview slots when you build the panel in Greenhouse.

What you get: Five transcripts land in the candidate's profile within minutes of each call ending, each with an AI summary already sorted against the competencies your scorecard asks about. By the time you run the debrief, every interviewer has a written record to reference instead of a fading memory of the conversation.

Tips

• Interview recordings capture candidate PII and evaluative commentary from every panelist. Treat the transcript with the same discretion as a scorecard, and don't forward it outside the hiring team.
• Recordings are retained for a set period (up to 60 days, configurable by your site admin), so pull anything you need for a longer-term record before it expires.
• If Notetaker doesn't join a call, check your credit balance first; running out of credits is a more common cause than a settings error.
• Use the transcript search to answer a hiring manager's follow-up question ("did they mention Python experience?") in seconds instead of re-watching the recording.

Tool interfaces change. If a button has moved, look for similar AI/magic/smart options in the same menu area.