Meetings and AI notetaker

Meetings keeps every candidate and client conversation in one library. Jobin’s AI notetaker joins your Google Meet, Zoom, and Microsoft Teams meetings, records them, and writes notes you can act on: follow-up tasks, profile updates, and job criteria. Open Meetings from the sidebar, or open a meeting from the calendar or a contact’s activity.

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Recommended workflow

1. Set the capture rules once. A workgroup admin chooses whether the notetaker joins meetings automatically, and which meetings it must never join.
2. Schedule with the notetaker on. When you schedule a meeting, keep AI Notetaker turned on.
3. Or start it on demand. For a meeting already in progress, add the contact and the meeting link and send the notetaker.
4. Choose the meeting type. The type decides which AI notes Jobin writes.
5. Review the notes. Read the summary, check the transcript evidence behind each point, and ask a question about the meeting.
6. Act on the suggestions. Accept the follow-up tasks and profile updates you want, and dismiss the rest.
7. Link it to the right records. Make sure the meeting is linked to its candidate, client contact, company, and job.

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Set up the AI notetaker

Workgroup owners and admins open the workgroup’s settings and choose Meeting notetaker.

• Automatic capture. Choose which call sources to join, then under Advanced select All, Custom, or None for meeting types. New settings default to all supported meetings; Custom lets you enable candidate, client, and other meetings separately. Authorized recruiters can also start the notetaker by hand.
• Join time. Choose how many minutes before the start, from 0 to 60, the notetaker joins.
• Bot name. Choose the name attendees see when the notetaker joins, up to 80 characters.
• Exclusions. List email domains, one per line, and keywords such as confidential or personal. The notetaker never joins a meeting that matches them, whether capture is automatic or manual.

To keep one meeting out without changing the invitation, use More meeting actions > Exclude from Jobin. Jobin stops the reminders and capture without notifying guests.

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Record a meeting

• From the schedule. Meetings you schedule from Jobin with AI Notetaker on are captured when they start.
• On demand. Choose Start recording, pick the meeting contact, and paste the meeting link. If the notetaker left early, choose Send bot again to start a new recording in the same meeting.
• Stop. Choose Stop recording at any time.

A reminder appears before a meeting starts, on whatever page you are on. It lists the participants, links to the meeting and the contact’s profile, and lets you switch between meetings that start at the same time. Drag it out of the way, snooze it, or dismiss it. The notetaker status shows each step as it happens: Requested, Joining, Waiting to be admitted, and Recording. Once the meeting ends, it shows whether the transcript is processing, ready, or failed.

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Prepare for a meeting

Open a meeting before it starts to find its Preparation tab:

• Your meeting brief. AI talking points for the conversation, built from the contact’s profile, the associated job or deal, and your history together. Refresh it any time; if a refresh fails, the last brief stays available.
• People. Each attendee with their profile, current company, and recent interactions with your team. Create a contact for an attendee who isn’t in your CRM yet.
• Preparation notes. Shared goals, questions, decisions, and next steps, visible to your team.
• Private notebook. Your own notes during the call. For interviews, use the Question guide to mark each question Covered, Not discussed, or Follow up, and add your own.

Jobin classifies calendar meetings as candidate, client, or other meetings. If it got one wrong, correct the classification on the meeting; this doesn’t change the invitation guests received.

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Meeting types and AI notes

Pick the type that matches the conversation, so the notes cover what matters: Every type ends with the agreed next steps. The notes only record what was said: they don’t score candidates or guess at importance. Your workgroup can also add its own templates. Choose Manage templates from the meeting type picker. A recurring meeting remembers the type you chose for the series.

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Review a meeting

Finished meetings enter Pending actions as soon as their transcript is ready, even while AI notes are still being prepared or when no follow-ups are suggested. Expand the meeting card to review its summary and transcript. When no task, profile-update, or feedback decisions remain, choose Mark reviewed to move it to your Completed actions. This acknowledgement is personal; other reviewers keep their own pending meeting. Open a meeting to see everything in one workspace:

• Notes and summary, with links to the transcript evidence behind each point.
• Transcript and recording. Read and search the transcript, and play the recording.
• Ask a question. Ask about anything said in the meeting, and get an answer grounded in that meeting’s transcript.
• Suggested follow-up tasks. Review the task title, description, and due date, then create the ones you want.
• Profile updates. Accept suggested updates to the candidate’s or contact’s CRM record.
• Suggested job criteria. For an intake meeting, add the requirements the client described to the job.
• Candidate submission draft. Start a write-up of the candidate for the client from what they said.
• Internal notes. Add recruiter-only feedback that stays inside Jobin.
• Completed actions. The tasks, profile updates, and feedback already handled for this meeting.

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Interview feedback

Choose Require my feedback to take on an assessment, or, as the meeting owner, Assign panel interviewer to give one to an internal colleague without sending them an invitation. Each interviewer opens My interview feedback, chooses the candidate, gives a recommendation, Advance, Decline, or Undecided, with the evidence, and submits. A required assessment can be withdrawn with a reason, which stays in the history. See Calendar and meetings.

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Client discovery outcome

After a client discovery meeting, record the Client discovery outcome: confirm the date and time it took place, the result, and optionally the related deal and the outreach that led to it. Confirmed discoveries feed the business development reports. The meeting library highlights meetings that need you, for example when a capture failed or a meeting still needs to be linked to a contact.

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Keep data under control

• Only workgroup owners and admins can delete a meeting. Finish or stop the capture first.
• Deleting a meeting in Jobin is separate from deleting the calendar event. See Calendar and meetings.
• Meeting history, including recordings, transcripts, and notes, stays with the contact’s CRM history.

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How-to guides

Quick, step-by-step answers for common tasks:

• How to record a meeting with the AI notetaker
• How to schedule a meeting with a candidate

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