AI notetaker for recruiters with several hiring clients

TrackHeros is an AI notetaker for recruiters: agency recruiters, independent and embedded recruiters, and anyone who fills roles for several hiring clients at once. It joins screening calls and client briefings on Google Meet and Microsoft Teams as a visible participant, writes interview notes in the candidate's and your own words, books candidates in through links that check every calendar you tick, and keeps each hiring client's candidates in a workspace of its own. If you are the hiring manager or a technical interviewer rather than the recruiter, the page for interviewers is closer to your week.

Why do recruiters need notes kept per hiring client?

Because a recruiter's week mixes clients more than almost anyone's. Monday morning is a briefing with one client's hiring manager, then six screening calls for three different roles, then a debrief with another client about why their shortlist stalled. Every call produces facts that belong to one client and must not reach another: a salary band, a reason the last hire left, a team restructure nobody has announced.

The candidates mix too. A good engineer screened for Client A may be right for Client B next month, and what you heard in the first process does not belong in the second. And the facts that matter most, the salary expectation, the notice period, the reason for leaving, are the ones that get misremembered by the time the offer is drafted. Notes written afterwards from memory turn "around sixty, maybe a bit more for the right team" into a number.

Recruiter interview notes need three things: the candidate's words, kept exactly; the right client's name on every record; and no way for one client's search to surface another's.

How does an AI notetaker for recruiters work?

1. Connect the calendars your calls arrive on

Connect each Google or Microsoft account your calls arrive on, as many of each as you hold. If a hiring client has issued you an account, connect it under that client, and everything on its calendar is filed there. If your agency calendar receives every client's calls, connect it under Your own calendar in Settings: its meetings arrive in a private "No client" space, and you file each one under its hiring client with File it before the call, remembered for the series if it recurs. A meeting with no client gets no bot.

2. The bot joins

About two minutes before the start, a participant joins the Meet or Teams call as TrackHeros Notetaker or under the name you set for that client, up to 64 characters and no emoji, and can post a welcome message in the chat. It waits in the lobby until someone admits it if the room has one. Auto-join is decided for the meeting, then the recurring series, then your account default, so a call you would rather not record is one switch.

3. Notes land under the hiring client

When the recording is ready, the transcript is made in two passes: platform captions for the real speaker names, then an audio pass over the recording for the authoritative text. The notes are written from it in the summary profile that client's template chooses, and filed in that client's workspace.

4. Ask later

Before the submission, open the client and ask what the candidate said about relocating. The answer quotes them, cites the moment, and links to it in the recording. See ask your meetings.

What do you get after a screening call?

The Interview profile, from a recruiter's side of the call:

Field	What it holds on a screening call
Candidate and role	The candidate's name as heard, and the role you screened them for
Interviewers	You, and anyone from the client who joined
Assessment	Strengths, concerns and gaps, each drawn from what was said
Salary expectation	A figure only if one was said aloud; otherwise empty
Notice period	The same rule
Recommendation	Your words, if you said one on the call; never the model's
Next step	What was agreed: a submission, a second call, a technical test
Transcript	Real speaker names; a line that cannot be attributed reads "Unknown"
Recording	Plays inside the app through short-lived links; no public URLs

The fields are explained one by one on the interviewers page, and interview notes instead of minutes says when the Interview profile applies.

Which calls are interviews and which are project meetings?

Screening calls are interviews. Briefings and debriefs with the hiring manager are project meetings: they produce decisions ("remote within the country is fine"), action items with owners and dates ("three CVs by Thursday"), and milestones such as the closing date and the interview week.

Each client's minutes template sets the default profile. For a client where most of your calls are screenings, make Interview the default. When a call came out in the wrong shape, the ended meeting has one button, Summarise as an interview or Summarise as a project meeting, which rewrites the notes in the other shape. Action items from a briefing also appear on the action items page, labelled with their client.

How do candidates book a screening call?

With a booking link. You share a page, the candidate picks a time, and the call is written into the calendar you chose for the link, with the candidate invited and its own Google Meet or Teams link (which calendar creates which). Free time is checked across every calendar you tick, Google and Microsoft mixed, and the candidate sees open times only: never a meeting title, a busy block or another client's name.

Settings that suit screening calls:

• One link per hiring client, each writing into that client's calendar and checking all the others.
• Questions the candidate answers when booking: a link to their profile, the role they are applying for, from a dropdown. Nine kinds, each required or not.
• A buffer after each call, for writing the submission note while it is fresh, and a daily limit so one role cannot fill your day.
• Reminders a day, an hour or 15 minutes before, to both of you, and the candidate's right to reschedule from their confirmation.
• Secret links, so a link for one client's role is not listed on your public page of links beside another client's.

For a confidential search, remember that a calendar invitation comes from the calendar the appointment is written into, address and all. A link can instead create a private event and send the candidate an e-mail from TrackHeros. Keep the client's name out of the link's name and description too, because the candidate sees both. Booking pages are not indexed by search engines. How to set buffers, notice and limits is in how to set up a booking link that protects your week.

Which calendar should a booked screening go into?

The calendar of the client the role belongs to, when you have one, because that decides which workspace the call is filed in.

How you work	What to connect	Where a booked call lands
A hiring client has issued you an account	That account, under the client	The client's workspace
You keep a separate calendar for one client	That account, under the client	The client's workspace
One agency calendar for every client	That calendar, as Your own calendar	Your private "No client" space; the notetaker joins only if the link says always

Calls booked into your own calendar land in that private space. You can file one under a client with File it before it happens, but a meeting that has taken place is never moved to a client later. That suits registration calls with candidates who are not yet tied to any role. For screenings you want filed under a hiring client, write the link into a calendar connected under that client. The setup step by step is in one booking link across several client calendars.

Are candidates for different hiring clients kept apart?

Yes. Each hiring client is a workspace, every query is scoped to one workspace before it runs, and an unscoped query is an error rather than a leak. Postgres row-level security sits behind that as a second layer. The assistant answers from one client's calls only, so asking Client A's workspace about a candidate never draws on what they told you in Client B's process. The client isolation page explains the mechanism.

The global view is read-only and labelled. Search everything finds a candidate's name across every client, and each result carries its client's label, which is how you check where someone has already been put forward without opening five workspaces.

Can one account cover every client calendar, Google or Microsoft?

Yes. One TrackHeros sign-up holds your agency calendar, your own calendar and any account a hiring client issued you, Google and Microsoft mixed. Each account belongs to exactly one client. Every account's main calendar appears in one read-only calendar view, each call labelled and coloured by its client. If the same briefing sits on two calendars of the same client, it gets one bot; a call on two different clients' calendars gets one notetaker, and the other client's copy is marked Already covered, with no recording of its own.

How should you handle salary and notice period?

Ask both questions out loud and let the candidate say the figure. The Interview profile records a salary expectation or notice period only if a figure was actually said aloud, so "flexible" stays "flexible" and an unasked question stays empty. Never fill the gap from the CV.

The recommendation works the same way. It holds your words if you said one on the call, never the model's. On a solo screening you will rarely give a verdict in front of the candidate, so expect that field to be empty and write the submission note yourself, from the assessment and the quotes.

Should you tell candidates about the notetaker?

Yes, before the call and again at the start of it. The bot is in the participant list under its own name for the whole call, and its welcome message can say what it is in writing. Say so on the booking page too, in the link's description or its confirmation message, so a candidate who would rather not be recorded can tell you before it joins. Removing the notetaker during a call stops the recording there, but what it recorded up to then is kept and summarised. Rules on recording and on candidate data differ by country and by client, so check yours. The guide to telling clients you use an AI notetaker has wording that adapts to candidates.

What happens to candidate data when a search closes?

What you agreed with the client, done properly. A single meeting's recording can be deleted from Recording storage in Settings, while its transcript, summary, action items and minutes stay. When a client relationship ends, "Delete this client" erases every meeting, transcript, summary and recording for that client, from the database, storage and the meeting-bot service, after you type the client's name; other clients are untouched. It is removed from live systems at once and from backups within 30 days. What we promise about the data is in the privacy section of the homepage.

Which languages does it handle?

Calls in English, in another language, or in another language mixed with English, with nothing to set. Close to 100 spoken languages are recognised, each call's language is worked out from the call itself, and the transcript is rendered into English line by line. A candidate in Madrid who answers the technical questions in Spanish goes through the same audio pass, and the notes can be written in English for a London client or in French for a Paris one, set per client, from nine notes languages; the pricing page says which plans include the choice. Every language is on the languages page.

What does it not do yet?

The items below are the ones recruiters ask about first, and none of them exists today.