Greenhouse Notetaker records interviews in the background so interviewers can stay focused on the conversation and structured hiring practices. When filling out scorecards, interviewers can review interview transcripts and AI-generated notes to quickly complete feedback without losing interview context.
Turning on Greenhouse Notetaker for your organization
Site Admins turn on Greenhouse Notetaker in Configure. Click AI Tools from the left-hand navigation, then find Greenhouse Notetaker under the Greenhouse Recruiting section. If the toggle is off, click it to turn on the feature.
Click Open settings, then choose which offices and departments have access to Greenhouse Notetaker for their interviews. Click Save.
You can edit how long interview recordings stay stored and accessible, up to a maximum of 60 days.
Update permissions
Site Admins can give Job Admins permission to view other interviewers' notes and transcripts.
Configure your Job Admin stripes by navigating to Configure and selecting Permissions. Find and click the link to See and manage Job Admin levels.
Job Admins need two permissions to see other interviewers' scorecards. First, assign Can view scorecards submitted by other users (set to Always or After submit) to unlock Notetaker data, excluding AI-generated notes. Then assign Can view interview recordings and transcripts on other scorecards to unlock recordings and transcripts.
Adding a notetaker to an interview
A Site Admin or a Job Admin with permission to manage the job can enable Greenhouse Notetaker for interviews in the interview plan.
To enable Greenhouse Notetaker, open the job and go to Job Setup > Interview Plan.
To enable Greenhouse Notetaker for an interview, open any job and go to Job Setup > Interview Plan. Hover over which interview you'd like to add Greenhouse Notetaker to and select Edit interview.
In the Additional Settings section at the bottom of the edit interview page, select the checkbox for Enable Greenhouse Notetaker.
After you enable Greenhouse Notetaker, choose which interviews should include a notetaker:
- All interviews adds a notetaker to future interviews, and interviews that are already scheduled.
- Only interviews scheduled or modified from now adds a notetaker only to future interviews and interviews that are rescheduled after this setting is selected.
Add a notetaker manually to an interview
To manually add a notetaker to an interview, the following conditions must be met:
- Greenhouse Notetaker must be enabled for your organization
- The candidate must provide consent for interview recording and transcription
To add a notetaker, click the ellipsis icon next to the interview and select Add notetaker to interview.
An icon next to the interview name displays the status of Greenhouse Notetaker. A filled purple icon indicates that a notetaker is scheduled to join the interview. A greyed-out icon indicates that the candidate didn't provide consent, the selected video conferencing platform isn't supported, or Greenhouse Notetaker isn't enabled for the interview.
Note: Greenhouse Notetaker currently doesn't support interviews scheduled in Outlook 365 GCC High environments.
Removing a notetaker
Greenhouse Notetaker can be removed from an interview at any time before the interview starts. If a candidate withdraws consent after a notetaker has already been scheduled, Greenhouse automatically removes the notetaker from the interview and no additional action is required. In either case, the notetaker won't join the interview call.
To manually remove a scheduled notetaker, click the ellipsis icon next to the interview and select Remove notetaker.
Candidate consent
To add Greenhouse Notetaker to an interview, the candidate must provide consent to be recorded and transcribed. When Greenhouse Notetaker is enabled for a job, candidates can provide consent through the following scheduling methods:
- Self-schedule requests
- Availability requests
To view a candidate's most recent consent status, go to the candidate profile and select the Application tab from the side menu.
If a candidate communicates a change to their consent preference, Job Admins with permission to view and edit candidates can update the candidate's consent status by selecting the pencil icon.