When you enable AI Notetaker for a candidate's interview, an AI agent automatically joins the video call at the scheduled time. It:

• Records the conversation
• Produces a speaker-labelled transcript (so you can tell who said what)
• Summarises key candidate responses as bullet points
• Shows how much of the conversation each person spoke
• Pre-fills your evaluation scorecard where a template exists

Once the interview is processed, you will find everything in the AI Notetaker Insights section on the candidate's profile.

AI Notetaker is available to organisations on plans that include the Recruitment Agent add-on. Contact your account manager if you are unsure whether your plan includes it.

Within your organisation:

• Admins and owners can enable AI Notetaker and manage AI Interview credits.
• Recruiters and hiring managers can enable AI Notetaker when scheduling interviews and request credit top-ups.

After an AI Notetaker session is processed, you can ask Hero AI questions about the interview from the HR dashboard. Ask things like "What were the key points from [candidate]'s interview?" or "How long did [candidate] speak?" and Hero AI will return the transcript summary, per-question bullet points, and speaking time breakdown.

Hero AI also flags interviews that have been processed but not yet reviewed, so nothing falls through the cracks.

1. Click Recruitment in the left-hand side menu.
2. Click the Recruitment submenu.
3. Click the Candidates tab.
4. Click the name of the candidate you need.
5. Click the calendar icon (Schedule Event button) on the recruitment toolbar above the candidate's name.
   
6. Switch the toggle on for Enable AI Notetaker. The feature is enabled when the switch is purple.
   • This automatically adds a Google Meet link to the invitation.
   • The platform will check your credit balance. You need 1 credit to enable the AI Notetaker.
     • If you have sufficient credits, you can proceed.
     • If your balance is not enough, you will need to top up.
7. Click the Send Invitation button.

If you do not want AI Notetaker for a specific interview, leave the toggle OFF. You can also switch the meeting link to "No meeting link," and the toggle will turn off automatically.

At the scheduled start time, an AI agent joins the video call as a participant. It does not speak, interact, or appear visibly in the meeting controls. It simply listens and records.

Please note that you have to admit or allow the agent into your meeting. You will see a pop-up on your meeting platform with the agent requesting to join.

Transcription begins once the call is underway. 1 AI Interview credit is deducted when processing starts, not when the agent joins. If the meeting is scheduled but never takes place, no credit is charged.

Once the interview is processed, you will receive an email notification that the AI Notetaker summary is ready. This usually happens within a short time after the call ends.

What is in the insights section

Scorecard pre-fill

If your job has an interview evaluation template, AI Notetaker surfaces only the Insights section. You complete your own scorecard separately by clicking + Complete Evaluation.

If there is no evaluation template, AI Notetaker creates and submits a draft scorecard pre-filled with the candidate's answers. You can review and adjust it before finalising.

AI Notetaker uses AI Interview credits. Each interview session uses 1 credit.

There are two types of credits:

1. Monthly credits: These are included with your plan, and they reset each billing period. Unused monthly credits do not carry over to the next month.
2. Prepaid credits: These are purchased separately, and they never expire. Prepaid credits carry over month to month.

Monthly credits are always used first. Prepaid credits kick in once monthly credits hit zero.

How to check your credit balance

Your credit balance is shown on the Jobs dashboard. Admins and owners see a Top up button; recruiters and hiring managers see a View options button to request a top-up.

How to top up credits

If you are an admin or owner:

1. Click Top up on the Jobs dashboard (or follow the prompt when credits run out).
2. Choose a bundle: 100, 500, 1,000, or 3,000 AI Interview credits.
3. Confirm — the cost is added to your next invoice.

If you are a recruiter or hiring manager:

1. Click View options on the Jobs dashboard.
2. Select a bundle and click Request top-up.
3. Your admin or owner will receive an email to approve and complete the purchase.

Credits are not available immediately after a top-up request. They are added once your admin/owner confirms the purchase.

If the AI agent fails to process the interview (for example, because credits ran out between scheduling and the interview time), you will receive a failure email, and the candidate's activity feed will show an alert.

If it was a credit issue: Once credits are topped up, AI Notetaker will automatically attempt to re-process any missed interviews. You do not need to reschedule or re-enable anything.

If AI Notetaker does not produce a result for any reason, your normal manual evaluation flow is always available. You can click + Complete Evaluation on the candidate's profile.

• Before the interview starts: You can edit the time, update the meeting link, or turn off the AI Notetaker toggle.
• Once the agent has joined or is processing: You will need to cancel the AI Notetaker session before making changes to the schedule.