Greenhouse Notetaker helps interviewers stay focused by automatically recording interviews and generating AI-powered notes and summaries. After the interview, recordings, transcripts, and generated summaries are available alongside scorecards to help teams complete evaluations more efficiently and consistently.
This feature is currently in beta and may not be available to your organization.
Add a notetaker to an interview
To add a notetaker to an interview, the following conditions must be met:
- Greenhouse Notetaker must be enabled for your organization
- Greenhouse Notetaker must be enabled for the job
- 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.
Note: Interviews can be rescheduled until 10 minutes after the scheduled end time. If an interview is rescheduled while it’s in progress or within this timeframe, any recordings, transcripts, and generated notes collected for the interview are removed.
If an interview is rescheduled while it’s in progress or within 10 minutes after the scheduled end time, Greenhouse displays a warning before the interview is updated. Rescheduling the interview during this timeframe removes any recordings, transcripts, and generated notes already collected for the 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.
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
Using Greenhouse Notetaker during an interview
The notetaker joins the meeting one minute before the scheduled interview start time. In the meeting, it appears as a participant tile named Greenhouse Notetaker followed by the scheduled interview time, which helps distinguish between multiple notetakers if overlapping interviews occur in the same meeting session.
Once the notetaker joins the meeting, recording begins automatically.
Note: Depending on the meeting host's video conferencing settings, they may need to let the notetaker in manually.
Unless Greenhouse Notetaker is manually removed from the meeting, it remains in the call until one minute after the scheduled interview end time, even if the meeting continues longer.
Greenhouse Notetaker also automatically leaves the call when all participants exit the meeting.
If back-to-back interviews overlap within the same meeting session, multiple notetakers may temporarily appear in the call until the earlier interview’s notetaker exits.
Controlling the notetaker from the scorecard
The primary way to manage Greenhouse Notetaker during an interview is through the scorecard. While the interview is in progress, a red Recording status appears at the top of the page.
You can manually stop the recording at any time by clicking Stop recording either in the page header or at the top of the Interview Questions section of the scorecard.
Review recordings and transcripts
View recordings and transcripts
After the interview ends, Greenhouse begins generating the recording, transcript, and AI-generated notes. Processing may take a few minutes.
Once processing is complete, a tab containing the interview recording and transcript appears in the menu at the top of the page.
The transcript includes clickable timestamps that allow you to jump to specific parts of the interview recording. You can also search the transcript for specific words or phrases mentioned during the interview.
Transcripts that were deleted or couldn’t be generated won’t appear in this tab.
Filling out scorecards with the AI-generated summaries
Question notes are automatically generated for each interview question and summarize how the candidate responded. These notes include supporting details and insights from the interview transcript. Each point in the summary includes a clickable timestamp that links directly to the relevant part of the transcript.
Greenhouse also generates an overall interview summary that provides a factual recap of the conversation and highlights key topics discussed during the interview.
You can add question notes and the overall interview summary directly to the scorecard by clicking Add to summary beneath each generated section.
If no questions are added to the interview kit, Greenhouse Notetaker automatically identifies questions asked during the interview and generates relevant question notes from the transcript.
To support structured hiring practices, interviewers are encouraged to add their own evaluation of the candidate in the Key Takeaways section of the scorecard. If an interviewer adds generated notes without including their own assessment, a reminder appears before the scorecard is submitted. This reminder doesn’t prevent scorecard submission.
Configure Greenhouse Notetaker
Before Greenhouse Notetaker can be used in interviews, it must be enabled through a layered configuration process at the organization, job, and interview levels. Organization-level settings allow Job Admins to enable the feature for jobs, while interview-level controls allow users to add or remove a notetaker for individual interviews based on candidate consent and scheduling needs.
Turning Greenhouse Notetaker on for jobs
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.
In the Additional Settings section at the bottom of the 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 every interview in the interview plan, including interviews that are already scheduled.
- Only interviews scheduled or updated moving forward adds a notetaker only to future interviews and interviews that are rescheduled after this setting is selected.
Permissions
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 will first need to be assigned the permission stripe Can view scorecards submitted by other users in either the Always or After submit state. Then, the permission Can view AI notetaking recordings, transcripts, and notes can be assigned.
Additional resources
- Setup guide
- Scorecards overview