Recruiters spend an outsized amount of time in interviews, but most of that time is spent not listening. It’s spent typing. What if your team could skip the frantic note-taking and focus fully on the conversation while an AI handled everything else?
That’s exactly what today’s AI note-taking tools for recruiters promise to deliver. These apps transcribe interviews, summarize candidate responses, and even sync notes to your ATS with a click. In this guide, we’ve compared seven of the top platforms used by recruiting teams, based on functionality, integrations, pricing, and usability.
Whether you're hiring for a small business or scaling talent operations at an agency, these tools can help you improve your process, improve data consistency, and reduce time-to-fill.
Why recruiters need AI note-takers
Before diving into the tools, let’s talk about the problem:
- Recruiters need accurate records of every conversation
- Manual note-taking is disruptive and error-prone
- Transcripts are hard to scan unless they’re structured
- Interview insights often get buried or lost
- Most ATS platforms aren't designed to capture interviews in real time
AI note-takers solve all of this. They silently join your Zoom, Teams, or Meet calls, record the discussion, and generate summaries in recruiter-friendly formats like scorecards, evaluations, or candidate write-ups. Many go beyond transcription with action items, coaching insights, and integrations with tools like Slack, Salesforce, and your ATS.
Here’s how they stack up.
1. Metaview
Built specifically for recruiting teams
Metaview is purpose-built for hiring workflows. It doesn't just transcribe; it creates structured notes that match each round of interviews. You can customize formats for screening calls, technical interviews, or stakeholder feedback.
Key features:
- Bullet-point summaries and highlights
- Searchable archive of past interviews
- Works across video and phone calls
- ATS integrations with Greenhouse, Lever, and more
Integrations: Zoom, Teams, Google Meet, WebEx, major ATS and CRM platforms
Pricing:
- Free: 25 conversations per month
- Pro: $50 per user per month (billed annually)
- Enterprise: Custom plans
Best for: Recruiters who want interview notes formatted and logged in their ATS with minimal manual work
2. Fireflies.ai
Most generous free plan for busy teams
Fireflies is a general-purpose AI meeting assistant that’s popular in recruiting for a reason. It auto-joins scheduled interviews, transcribes them in real time, and delivers summaries shortly after. It also supports 69 languages and includes talk-time breakdowns and sentiment analysis.
Key features:
- Unlimited transcription on the free tier
- Summarized notes and action items
- Syncs with candidate profiles in ATS or CRM
- Full-text search across all calls
Integrations: Zoom, Teams, Google Meet, Slack, Notion, Salesforce, Greenhouse, Lever
Pricing:
- Free: 800 minutes of storage per user
- Pro: $10 per user per month
- Business: $19 per user per month
- Enterprise: Custom pricing
Best for: Teams handling a high volume of interviews or international candidates who want reliable transcription with minimal cost
3. Carv
Designed for recruiters who need candidate write-ups
Carv is more than a note-taker. It generates complete candidate presentations and summaries after each interview. You get transcripts, write-ups, scorecards, and reports ready to send to hiring managers or plug into your ATS.
Key features:
- In-person or virtual interview capture
- Tailored templates for different stages
- Auto-generated summaries and evaluation profiles
- ATS syncing for fast documentation
Integrations: Zoom, Teams, Google Meet, Workable, Recruitee, Bullhorn, Lexo
Pricing:
- Free: 5 meetings
- Recruiter Pro: $60 per user per month (annual billing)
- Custom plans for agencies
Best for: Recruiting teams or firms that want polished, shareable documentation after every interview
4. Avoma
Great for recruiters who also want coaching insights
Avoma stands out for its coaching features. Alongside transcription and summarization, it gives insights on talk time, speaker engagement, and topic coverage. If you're managing a team of interviewers or improving interview quality, Avoma helps.
Key features:
- Live transcription with speaker labeling
- Topic tagging and engagement insights
- CRM and calendar integrations
- Follow-up tasks and post-call summaries
Integrations: Zoom, Teams, Google Meet, Salesforce, HubSpot, Zoho, RingCentral
Pricing:
- Meeting Assistant: $19 per user per month
- Higher tiers add analytics and coaching dashboards
- 14-day free trial
Best for: Teams that want interview analytics in addition to notes and summaries
5. Otter.ai
Simple, smart, and fast transcription for recruiting calls
Otter.ai is a trusted option for recruiters who need no-fuss transcription and note summarization. It supports real-time collaboration and lets you ask questions or draft emails based on the conversation.
Key features:
- Live transcription and playback
- Auto-generated highlights and action items
- Searchable notes and summaries
- Smart Q&A and follow-up drafting
Integrations: Zoom, Google Meet, Microsoft Teams, Slack, Notion, Salesforce
Pricing:
- Free: Unlimited meetings and summaries
- Business: Starts at around $20 per user per month
- Enterprise: Custom plans
Best for: Solo recruiters or hiring managers who want a clean and reliable note-taker without extras
6. Airgram
Meeting automation with built-in agendas and task tracking
Airgram adds structure to every meeting. It doesn’t just transcribe; it creates agendas, tracks action items, and makes summaries searchable. Great for teams that follow standardized interview workflows.
Key features:
- Auto-joins and records meetings
- Agenda templates and collaborative notes
- Action-item tagging
- Notifications and Slack integration
Integrations: Zoom, Teams, Meet, WebEx, Google Calendar, Outlook, Slack, Notion, Zapier
Pricing:
- Free: 5 meetings per month (up to 30 minutes each)
- Plus: $18 per user per month (annual billing)
Best for: Recruiting teams that want to track tasks and follow-ups without switching tools
7. Quil
The go-to tool for recruiting agencies
Quil is purpose-built for agencies. It generates interview notes, evaluation scorecards, resumes, and even job descriptions. It syncs automatically with your ATS and can transcribe live, phone, or mobile interviews in multiple languages.
Key features:
- Templates for screening, intake, and reference calls
- Output options include submittals and resumes
- 15+ language support
- Syncs directly into ATS platforms
Integrations: Zoom, Teams, Meet, Bullhorn, Top Echelon, Crelate, Loxo, JobAdder
Pricing:
- Solo: $59 per user per month
- Custom pricing for larger teams
- Free 7-day trial
Best for: Agencies that need to automate documentation and deliverables across multiple roles and clients
At a glance: Feature comparison of AI note-taking tools for recruiters
How to choose the right AI note-taking tool
Choosing the right AI note-taker depends on your team’s structure and workflow:
- For solo recruiters or hiring managers: Otter or Fireflies are easy to start with and get the job done.
- For in-house TA teams: Metaview or Carv provide integration with ATS and formatted notes ready to share.
- For agency or RPO use: Quil offers automation at scale and supports large team structures.
- For teams focused on coaching or analytics: Avoma brings valuable insights to your interviews.
- For structured interview processes: Airgram keeps everyone on track with agendas and summaries.
Final thought: The future of recruiting is structured
AI note-takers are more than convenience tools. They’re transforming how recruiting teams operate. Instead of scribbling notes, recruiters can now focus on human connection. Instead of digging through transcripts, they get actionable summaries, ready to share.
As hiring continues to move faster and candidate expectations grow, these tools give teams an edge. Not by replacing the recruiter, but by removing the friction that slows them down.
Try a few. See which fits your process. And start turning every interview into an asset—not an admin burden.
