AI Notetaker

What Is AI Notetaker?

The Manatal AI Notetaker agent automatically joins your meetings with candidates and contacts to record and summarize key points. This streamlines your recruitment process by generating meeting notes and insights directly within Manatal.

Enabling AI Notetaker Feature

1. Head to the following page. Alternatively, click on "Administration" from your side menu, open the "Features" category and then the "AI Notetaker" category.
   

   

2. Click "Access AI Notetaker Add-on".
   

3. Click "Select a plan".
   

4. Click "Request to enable AI Notetaker Add-on" to reach out to our team for activating the feature.
   

Add AI Notetaker credits

1. Head to the following page. Alternatively, click on "Administration" from your side menu, open the "Features" category and then the "AI Notetaker" category.
   

   

2. Click on "Increase the limit".
   

3. Request your desired credit amount directly with our Support Team through Intercom.
   

Setting Up The Meeting

1. Head to the following page. Alternatively, click on your photo at the top right-hand side of the screen, then "Settings" from the dropdown menu and finally click on "Integrations".

   

   

2. Integrate your calendar by following the guide for Outlook or Google calendar.
   

Inviting The AI Notetaker Bot To Your Meetings

You have two options of inviting the bot to your meetings:

1. Manually invite the AI Notetaker to a meeting
2. Automatically join all meetings with contacts/candidates
   

Option 1: Manually invite:

There are 2 ways you can manually invite the bot to your meetings:

1.1 Via Google or Outlook Calendar.

1. Create / edit a meeting from your Google or Outlook calendar.
2. Invite the candidate or contact to the meeting. Add the bot as a participant using the address: meeting@manatal.com
3. Click "Save" or "Send".

1.2 Via the Activities menu in Manatal.

1. From any page, click on the "+" button on the top right corner of your screen and select "Create Activity".
   

2. Enter a title and schedule the date and time of the meeting.

3. Select "Candidate" or "Contact" in the Related to dropdown and select the candidate or contact in the next field.

4. Invite the following attendees to the meeting and click the + icon next to the field:
   • The candidate
   • The AI Notetaker(meeting@manatal.com).
     Click "Continue". This will automatically send a meeting invitation to the candidate.
     

Option 2: Auto-join:

To have the AI Notetaker automatically join all candidate and contact meetings, you can enable the "Auto-join" setting.

1. Head to the following page. Alternatively, click on your photo at the top right-hand side of the screen, then "Settings" from the dropdown menu and finally click on "AI Notetaker".

   

   

2. Toggle the button for "Automatically join all meetings with contacts/candidates from your database" to allow the bot to join your meetings with candidates and contacts automatically.
   

Joining The Meeting

Dial in by phone (Candidates & Contacts)

If your meeting was set up using Google or Outlook calendar, the candidates or contacts will have the option to join the meeting by dialing in with their phone number.

1. Click on the meeting invite.
   

   

2. In the 'Dial in by phone' section on Outlook and 'Join by phone' section on Google calendar, candidates or contacts can call the phone number listed and enter the meeting code to join the meeting.
   

   

3. When the candidate or contact joins the call at the scheduled time, the Manatal AI Notetaker will already be present.
   

During The Meeting

After The Meeting

After the meeting, you can find the recording and notes on the relevant candidate or contact profile.

1. Navigate to the profile of a candidate or contact who attended the meeting.
   

   

2. Click the "Interviews" tab in the candidate profile and "Meetings" tab in the contact profile.
   

   

3. The meeting will be listed here.
   

   

4. Once the meeting is completed, you can:
   i. Watch the full recording of the meeting.
   ii. Review the Interview Assessment Summary in the "Assessments" tab.
   iii. Read the full transcript of the meeting in the "Transcript" tab.

Get Notified When a Recap is Ready

Once AI Notetaker has processed your meeting, Manatal lets you know that the recap is ready so you can review it right away.

Notifications are sent for meetings with both candidates and contacts:

• Meetings with a candidate: the notification opens the recap on the candidate's profile, in the "Interviews" tab.
• Meetings with a contact: the notification opens the recap on the contact's profile, in the "Interviews" tab.

You will be notified in three places:

• Home dashboard: in the notifications feed on your Home page.
  
• Notification bell: in the dropdown at the top of any page.
  
• Email: in your inbox, with the subject "You have a new notification".
  

Managing Your Notification Preferences

You decide which AI Interviewer notifications you receive, and whether you get them in the app, by email, or both.

1. Head to the following page. Alternatively, click on "Settings" in the side menu and then click on "Notifications".
   

   

2. Scroll to the Interviews and Meetings notifications section.
   

3. For each notification type, turn 'In-application' and 'Email' toggles on or off:

   • AI Notetaker (Candidates): when a recap is ready for a meeting with a candidate.
   • AI Notetaker (Contacts): when a recap is ready for a meeting with a contact.
     

Sharing AI Notetaker Results with Guests

You can share your AI Notetaker meeting results directly with guests, allowing them to review candidate summaries, video recordings, and full meeting transcripts seamlessly. Learn more about guests in this guide.

Configuring the Default Admin Setting

1. Head to the following page. Alternatively, click on "Administration" from your side menu, open the "Features" category and then the "AI Notetaker" category.
   

   

   

2. Toggle on 'Share the AI Notetaker results with guests by default'.

   Note

   • All new meetings processed from this point forward will be automatically shared with guests.
   • This setting does not impact past meeting records.

   

Sharing or Hiding Meeting Results

1. Open the candidate's profile and navigate to the 'Interviews' tab.
   

2. Open the specific AI Notetaker meeting. Below the video player, toggle 'Share with guest' on or off.
   
   A confirmation message will appear to confirm the meeting is shared (or hidden).

   

What Guests See

When a meeting is shared and the pipeline stage allows visibility, guests can access the results by going to the Jobs menu, selecting the relevant job, clicking on the candidate's profile, and navigating to the Interviews tab. Learn more in this guide.

From there, they can view:

• The meeting summary
• The video recording
• The full interview transcript

Supported Languages

AI Notetaker supports the languages listed below. It will automatically detect and transcribe the language spoken during your meeting.

• bg - Bulgarian
• ca - Catalan
• cs - Czech
• da - Danish
• de - German
• el - Greek
• en - English
• en_au - English (Australia)
• en_uk - English (United Kingdom)
• en_us - English (United States)
• es - Spanish
• et - Estonian
• fi - Finnish
• fr - French
• he - Hebrew
• hi - Hindi
• hr - Croatian
• hu - Hungarian
• id - Indonesian
• it - Italian
• ja - Japanese
• ko - Korean
• lt - Lithuanian
• lv - Latvian
• ms - Malay
• nl - Dutch
• no - Norwegian
• pl - Polish
• pt - Portuguese
• ro - Romanian
• ru - Russian
• sk - Slovak
• sv - Swedish
• th - Thai
• tr - Turkish
• uk - Ukrainian
• vi - Vietnamese
• zh - Chinese

FAQ

1. What happens if I run out of usage credits or reach my quota?

   If your credit limit is reached, the AI Notetaker will not join any new meetings. You must add more credits to resume the service.

2. Will the bot join a meeting if its date, time, or link changes?

   Yes. The bot will automatically detect the changes and join the updated meeting, provided all joining conditions are still met.

3. What if the meeting is deleted?

   If a meeting is deleted from your calendar, the bot will not join.

4. Will the bot join if my user account is deactivated?

   No. When a user account is deactivated, the AI Notetaker associated with that account will stop joining meetings.

5. What happens if I reactivate my account?

   If you reactivate your account and the "Auto-join" setting is still enabled, the bot will resume joining your meetings automatically.

6. What if my credits are reset or extended?

   The bot will resume joining meetings immediately, continuing until the new credit limit is reached.

7. What if my quota is exceeded during a meeting?

   If your credits run out during a meeting:

   • Current Meeting: The AI Notetaker will stay and finish recording the session.
   • New Meetings: It will not join any future meetings until more credits are added.

8. How do upgrades or downgrades affect the bot?

   Any changes to your plan (upgrades or downgrades) apply immediately. The bot will adjust to the new quota instantly.

9. Why didn’t the bot join my meeting?
   The AI Notetaker requires specific conditions to join a meeting. Please check the following:

   • The meeting must be linked to a Candidate or Contact within Manatal. If the meeting attendees do not include a known candidate or contact, the bot will not join.
   • The meeting host must have their calendar synced with Manatal.
   • The bot cannot bypass the waiting room automatically. The host must join the meeting and admit the Notetaker. Note: Only the host receives the notification to admit participants.

10. Why are there two AI Notetaker notification settings?
    Meetings with candidates and meetings with contacts are managed separately, so you can choose to be notified for one, the other, or both.

11. I attended the meeting but wasn't notified. Why?
    AI Notetaker notifications are sent to the users assigned to the meeting activity in Manatal. If you were not an assignee, you will not receive the notification, even if you attended. Also check that the relevant AI Notetaker setting is turned on in the Notifications page under the Settings menu.

12. Can I receive only email notifications, or only in-app notifications?
    Yes. You can turn in-app and email notifications on or off independently for each notification type. See how to manage your notification preferences in this guide.