The Carerix Notetaker is a fully integrated feature within Carerix that automatically records, transcribes, and summarizes conversations.
Conversations can be recorded via Carerix Desktop, Carerix Mobile, or by uploading an audio file. Afterwards, an editable meeting report is automatically saved in Carerix and made available to Carerix AI, forming an important foundation for further analysis, automation, and support in the recruitment process.
The Carerix Notetaker works on a usage model (hour bundle), allowing all colleagues within the organisation to use it.
Important to know
The Notetaker joins 2 minutes before the appointment
The Notetaker must be admitted to the appointment
The Notetaker is invited to appointments that you created at least 10 minutes ago
A maximum of 1 bot can be active when multiple colleagues participate in a meeting
The Notetaker is present when you are the organiser or when you have accepted an appointment
The current pilot phase supports meetings of up to 90 minutes. Conversations that last (considerably) longer may not be fully processed.
Carerix Notetaker only works for users with an active Carerix Calendar sync
Installation instructions can be found here
💡 Frequently Asked Questions (FAQ)
Q: Why is the 'Transcripts' tab missing from my calendar?
A: Your user role probably does not yet have the correct permissions.
Solution: The administrator can adjust this in the Carerix Marketplace under the Transcripts feature.
Result: Once the permissions have been granted, you only need to refresh the page to make the tab visible.
Q: I don't see the Notetaker as a participant in my online meetings?
A: First check whether the Notetaker has been successfully connected.
In addition, the Notetaker only appears if the appointment meets the following conditions:
Video link: The appointment must contain a valid link for Microsoft Teams, Google Meet, or Zoom.
Role: You are the organiser of the appointment, or you have explicitly accepted the invitation as a participant.
The settings of the Teams meeting are currently blocking the Notetaker from joining. The administrator (admin) of your Microsoft environment can check this in the Teams Admin Center via:
Meetings > Meeting settings > Participants > Anonymous users can join a meeting
Meetings > Meeting policies > Manage policies > Meeting Join & Lobby > Anonymous users can join a meeting unverified
Q: The Notetaker was present, but I don't see a transcript in Carerix.
A: This is a known issue that occurs occasionally, particularly with recurring appointments.
The cause is that every appointment has a unique ID: the ICalUID.
The Notetaker service of Carerix links the transcript to this unique ID.
Unfortunately, Microsoft sometimes changes this ID without warning, which mainly occurs with recurring appointments that are modified by the organiser.
This breaks the link between the meeting and the transcript, making the transcript appear to have disappeared.
Carerix is currently investigating how to handle these changes to the unique ID by Microsoft to prevent this in the future.
Available features (updated 19 May 2026)
Visibility: The transcription and summary can be found via the Calendar details, directly from the Calendar or via the 'Meetings' tab within the linked file (candidate, contact, match, etc.)
Visibility: The transcription and summary are also temporarily stored as an Activity
Edit your report: Correct or add information afterwards in your summary
Physical meetings: You want to record an appointment at the office, without Microsoft Teams or Google Meet.
Use the recording function of the Notetaker, or
Upload an audio file recorded with the audio recorder or voice memo app on your mobile phone
Chat with your Meeting: Ask the 'Chat' questions afterwards about what was discussed (e.g. "What was his salary indication?") — at the bottom of the page you'll find an example prompt!
Roadmap
Prompts: Click "Create a candidate report" for a direct, structured summary. Set your own prompts for specific conversations, such as intake or sales meetings.
Transcript content display — new view, within tabs and/or Preview screens
Ask questions about multiple Meetings — such as which job profiles were discussed in the last 50 meetings?
Toggle: decide in advance whether the Notetaker should be present in the Meeting lobby or not
List view: show all Notetaker transcripts from colleagues in a list view
Example prompt for using Carerix AI on Notetaker
Role: Senior Recruiter & Talent Acquisition Specialist.
Task:
Analyse the interview between the recruiter and the candidate. Use the source data from the transcript summary for this.
Step 0: Retrieve data (Mandatory)
Use the relevant MCP tool (transcript.get_summary_by_ical_uid or transcript.get_summary_by_linked_entity) to retrieve the summary of this meeting. Only proceed to the analysis once the data has been successfully loaded.
Step 1: Analysis & Reporting
Based on the retrieved summary, carry out the following steps:
Output:
** Match: [Match phase] ** ** Vacancy: [Vacancy name] ** Date of conversation: [date] Participants: [participants]
Summary: Provide a concise summary of the conversation (max. 30 words).
Candidate Profile (max. 20 words per point):
Strengths: Identify the unique qualities and skills.
Risks/Concerns: Name critical red flags or shortcomings.
Follow-up Questions: Formulate 3 short, in-depth follow-up questions for a second interview that specifically address the identified risks.