Have the write-up done while you still remember the call
You spoke to four people today. By six o'clock the details have blurred and the notes you write are three lines that help nobody. This drafts them from the recording you already made — attributed, quotable, and containing only what was actually said.
Joseph Adeyemi — Platform Engineer screen
38 min · transcribed
What was said
- JA: …notice is three months, but I could probably do two.
- You: And the number you'd need to move?
- JA: Eighty-five would do it. Below that it's hard to justify.
- JA: I'd want at least two days at home. That's the sticking point.
Drafted note
- Notice: 3 months, may negotiate to 2
- Salary: £85k stated as minimum
- Hybrid: 2 days home minimum — described as the sticking point
- Follow up: confirm Wexley's office-days policy
Every line traces back to something he said. The bit that matters — whether he's right for it — isn't here, because that's yours.
Works with
- Fireflies
- Google Meet
- Zoom
- Google Docs
- Gmail
- Greenhouse
It works from a recording that already exists. Fireflies publishes a transcription-complete trigger, so that route is genuinely event-driven; Google Meet and Zoom transcripts are read once the meeting has been recorded with transcription switched on. No recording, nothing to work from — it never joins or records a call itself.
The chore
How this goes right now
You do four calls in a day. The first is sharp, you take good notes, everything's fine. By the third you're taking fewer notes because you're actually listening, which is the right instinct and also means less gets written down. By six o'clock you have three lines against each person — "good, keen, £80k?" — and a strong feeling about two of them you couldn't evidence if asked.
Then the specifics evaporate, and it's always the specifics that matter later. Did he say three months' notice or three months plus a handover? Was eighty-five the number he needed or the number he hoped for? Did she say two days at home, or two days in the office? Those two answers are opposites and you have written "hybrid — 2 days". Three weeks later at offer stage, that ambiguity becomes a real problem, and the only person who can resolve it is the candidate you now have to go back and ask.
And because writing notes properly takes fifteen minutes a call, it competes with the next call and loses. So the desk's institutional memory of every conversation is a fragment, the ATS gets "spoke to candidate, good", and when a colleague picks up that process — or the client asks what he actually said about the salary — the answer is a shrug and a phone call to ask someone the same question twice.
The difference
Same conversation, written down properly
Nothing here replaces listening. It replaces trying to listen and transcribe at the same time, which is the thing that makes both worse.
Try it
Walk through it yourself
This is the actual shape of the workflow — the same trigger, the same steps, the same draft waiting for your say-so. Click through it.
Write up interview notes
Transcription finished — Joseph Adeyemi
Fireflies publishes a transcription-complete trigger, so this fires as soon as the transcript is ready rather than waiting for a sweep. It works from a recording you already chose to make — it never joins a call and never starts a recording.
What it does
Read the transcript and work out who said what
38 minutes, two speakers identified. Matched to Joseph Adeyemi's Platform Engineer screen from the calendar entry it was recorded against.
FirefliesPull out the answers to the things you always ask
Notice period, salary, location and motivation all covered. Counter-offer risk was not discussed at all — recorded as not asked rather than as no risk.
Google DocsDraft the write-up in your note format
Your headings and order. Each factual line carries the phrasing he used, so "eighty-five would do it" doesn't silently become "expects £85k".
Google DocsPrepare the note for the candidate record
Formatted for your ATS with a link back to the transcript. Held as a draft — nothing is written until you approve it.
Greenhouse
Draft document — nothing has been sent
Joseph Adeyemi — Platform Engineer screen — 6 Aug
- Source
- 38-minute recorded call
- Drafted
- 4 minutes after the call ended
- Open questions
- 2
What he said
- Notice: three months contractual, said he "could probably do two" with a decent handover.
- Salary: "eighty-five would do it. Below that it's hard to justify." Stated as a floor rather than an aspiration.
- Working pattern: at least two days at home, which he described as the sticking point — his words.
- Motivation: wants larger-scale platform work; described his current systems as "comfortable".
Left open
- Counter-offer risk was never discussed. Recorded as not covered, not as no risk.
- He asked about Wexley's office-days policy and you said you'd confirm. That's outstanding.
Deliberately not included
- No view on whether he's suitable, and no comparison with anyone else in the process. Nothing here scores, rates or ranks him.
- Nothing inferred from tone, hesitation or enthusiasm. Only what was said in words.
Save the note and attach it to Joseph's record?
It's a normal document — and this is the one where you should add something. Your read on him, whether he'll actually leave, how he came across: none of that is in here and all of it matters. The draft handles the facts so you can spend your two minutes on the judgement.
Filed, with the transcript one click away
The note is saved and, if you use one, attached to the candidate's ATS record with a link back to the source. Three weeks later when somebody asks whether he said two days at home or two days in the office, the answer is there in his own words rather than in somebody's memory.
A record of what was said.
Not a verdict on anybody. What you think of them is yours to add.
How it works
What it's actually doing
Turning a recording you already made into the write-up you'd have written, without the fifteen minutes and without the fade.
- 1
- FiFireflies
- ZoZoom
- GoGoogle Meet
Starts from a recording that already exists
Fireflies, Zoom or Meet, recorded the way you already record calls. It never joins a meeting, never dials in, and never starts a recording itself.
- 2
- GoGoogle Meet
- GrGreenhouse
Matches the call to the process
From the calendar entry it was recorded against, so a note lands on the right candidate and the right role without you filing it.
- 3
- GoGoogle Docs
Writes facts in the words they were said in
"Eighty-five would do it" stays recognisable rather than becoming "expects £85k". The distinction matters when you're negotiating three weeks later.
- 4
- GoGoogle Docs
- Gmail
Separates what wasn't covered from what was
A topic that never came up is recorded as not asked. Silence is not evidence, and treating it as such is how a note becomes misleading.
It records what was said. What you think of them is yours to write.
This is the page where the boundary is easiest to blur and most important to hold. Transcription and summarisation are mechanical. Forming a view about a person from how they spoke is not, and it is not something we're going to build — partly because it would be unreliable, and mostly because it shouldn't be automated at all.
Step one
It drafts
Step two — you
You read it and approve
Step three
Only then does it send
It forms no view about the candidate
No suitability judgement, no comparison against other people in the process, and no scoring, rating or ranking of anybody. The note is a record of a conversation.
Nothing is inferred from how someone sounded
Hesitation, enthusiasm, accent, pace. None of it is interpreted. Reading confidence or competence from a voice is exactly the kind of inference that encodes bias while looking objective.
It never records a call
It works only from a recording that already exists because you chose to make it. Consent, notice and whatever your policy requires all happen before this is involved at all.
Not-discussed is recorded as not-discussed
A topic that never came up is never presented as an absence of concern. "Counter-offer risk not covered" is honest; treating silence as a green light is how a note misleads the person who reads it next.
Setup
What setting this up involves
- 1
Connect
- Fireflies, Zoom or Google Meet — wherever your recordings already are
- Google Docs, holding your note format
- Google Calendar, so calls match to the right candidate and role
- Greenhouse, Ashby, Breezy HR or Recruitee, if notes go on the record
- 2
Tell it how you work
- Your note structure and headings
- The things you always ask, so it can tell you when one wasn't covered
- Whether to quote directly or paraphrase for each section
- Which calls to write up — candidate screens only, or client calls too
- Your retention rule for transcripts, which is worth deciding explicitly
- 3
Then it runs
About 25 minutes, once
Mostly giving it your note template and your standard question list. The question list is what turns a summary into something useful, because it's how the draft knows what's missing rather than only what's present.
Edge cases
Where it's careful, and what it won't do
What it handles
A number said two different ways
"Around eighty" early on and "eighty-five minimum" later gets both, in order, rather than one overwriting the other. Which one he meant is a question for you, and now you can see there is one.
Three people on the call
A panel where two interviewers and a candidate all speak. Attribution stays per speaker, so a concern raised by an interviewer isn't recorded as something the candidate said.
A topic you always ask that didn't come up
Explicitly recorded as not covered. That's the most common way a note misleads — the reader assumes it was asked and the answer was fine.
A call that wandered
Twelve minutes about a shared former employer stays out of the note. Relevance is judged against your question list, not by summarising everything evenly.
What it does not do
Record or join a call
It works from recordings that already exist. If a call wasn't recorded there is nothing here, and it will never dial into a meeting to create one.
Handle consent for you
Recording people has legal and ethical requirements that vary by jurisdiction, and satisfying them happens before any of this. It assumes you already did.
Form a view on whether they were any good
It writes down what was said. Whether that adds up to the right person is a judgement it has no part in and takes no view on.
Send anything to a client
The note is internal. If you want a client-facing summary, that's you deciding what to share — never an automatic forward of an internal record.
Time back
Four to seven hours a week, and notes that are actually usable
- Time back
- 4–7 hrs a week
- Spent on
- More conversations, better recorded
- What it costs
- $49 / monthGrowthplan — see what’s included
How that’s worked out: Based on fifteen to twenty candidate calls a week at ten to fifteen minutes of write-up each — assuming it happens at all, which on a busy desk it frequently doesn't. The second return is harder to price and easier to feel: not going back to a candidate to re-ask something they already answered clearly.
Fair questions
The questions consultants ask first
We don't record candidate calls, and I'm not sure we want to.
Then this isn't for you, and that's a legitimate position rather than a gap to work around. It has no ability to record anything — it reads transcripts that exist because you already chose to make them. Plenty of desks record client and internal calls but not candidate screens, and if that's your policy the page below on client call logging is the one that applies.
Won't AI-written notes flatten out the thing I actually noticed?
They would if the note were the whole write-up, which is why the draft deliberately stops at facts. What he said about notice, salary and location is mechanical and it does that part. Whether he'll actually resign when it comes to it — the thing you noticed in how he talked about his current team — is absent by design, and the edit step exists precisely so you add it while it's fresh.
How do we know it hasn't put words in someone's mouth?
Every factual line keeps the phrasing that was used, and the note links back to the transcript, so any line can be checked against the recording in one click. It's also explicit about the negative case — a topic that wasn't discussed is written as not discussed rather than quietly omitted, which is the failure mode that would actually mislead you.
More off the same desk
Other things that keep falling off the list
Log client calls into the CRM
BD calls become logged activity with the roles mentioned and commitments made, so your CRM reflects the conversations that actually happened.
Schedule and reschedule interviews
The overlap across three diaries found for you, and when a decline lands, replacement times drafted while there's still a day left to save.
Keep the ATS current
Stage moves and notes drafted from what actually happened in your mail and diary, so Friday isn't spent typing last week into a system.
Chase hiring manager feedback
Every interview with no feedback after 48 hours gets a nudge drafted to the client, and you get one list of what's outstanding across the desk.
Send interview prep packs
The day-before pack assembled per interview — link, interviewer, format, address — so nobody arrives underprepared because you were busy.
The same write-up problem elsewhere
FAQ
Questions worth answering properly
Does it record the interview?
No, and it can't. It reads a transcript that exists because you already recorded the call in Fireflies, Zoom or Meet. It never joins a meeting, never dials in and never starts a recording — consent and notice are handled by you, before any of this is involved.
Does it decide whether the candidate was any good?
No. It doesn't score, rate or rank anybody, and it forms no view on suitability. The draft covers what was said; your read on the person is the part you add, and the edit step is there because that's the part worth your two minutes.
Will it infer things from how somebody sounded?
Never. Hesitation, enthusiasm, accent and pace are not interpreted at all. Inferring competence or confidence from a voice is exactly the kind of judgement that encodes bias while appearing objective, so it's excluded entirely rather than offered as an option.
What if a topic never came up?
It's recorded as not covered. That matters more than it sounds — the most common way a note misleads is a reader assuming a question was asked and the answer was fine. "Counter-offer risk not discussed" is a useful line; silence presented as reassurance is not.
Which recording tools does it work with?
Fireflies, Zoom and Google Meet. Fireflies is the only one that publishes a transcription-complete trigger, so that route reacts as soon as the transcript is ready. Zoom and Meet transcripts exist only when the meeting was recorded with transcription switched on, and are read on a schedule.
Where do transcripts and notes end up?
The transcript stays in whichever tool made it, under your existing retention settings there. The note goes to your own Google Docs and, if you use one, your ATS. Nothing is retained as a training corpus, and deleting a candidate's record works exactly as it does today.
Stop losing the detail by six o'clock
Connect the tool that already records your calls. The next transcript comes back as a draft note in your own format.
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