Loxo’s AI Notetaker Agent is a meeting assistant that records your meetings & interviews, then automatically summarizes the content and syncs these notes directly into the profile record, allowing recruiters to remain engaged while reducing time spent on post-call documentation.
Below, you’ll find instructions on both how to install and use the AI Notetaker Agent.
Installing the AI Notetaker Agent
Only Admin users can connect/disconnect the AI Notetaker. Additionally, this connect will apply across accounts and is not a user-by-user connection.
Select Settings on the navigation bar.
Click Customize Agents.
Click Manage on Notetaking Agent.
Choose Connect for your desired meeting service.
Authenticate your account for Zoom. Please note that the user authenticating the Zoom account for your Loxo agency must have Admin level permissions within the respective app.
Simply click "Connect" for Google Meet and Teams.
Choose your default settings for the AI Notetaker. Selecting "Join calls by default" means the AI Notetaker will automatically add itself to any calls scheduled or synced into Loxo. "Do not join calls by default" require users to add the AI Notetaker when scheduling or editing the meetings within Loxo.
Using the AI Notetaker Agent
You can setup a meeting or interview either on the Schedule page, but more likely you'll be doing so directly from a person profile.
On a person profile, click Schedule, then select either Meeting or Interview. Alternatively, you can begin by going to Schedule on the left navigation menu.
Schedule an interview or a meeting.
Paste your general meeting link in the video link field so the notetaker may join the correct meeting.
Select whether or not you'd like to the AI Notetaker to join the meeting. The box will be checked already if admin have selected for the AI Notetaker to join by default.
Once the meeting is complete, please allow for up to 2 hours for video file processing and for the AI transcript & summary to render.
Within the person profile, click
Meetingsand then click on the most recent meeting to open the playback window, along with an AI transcript, summary and user notes.
AI Notes can be edited and will be saved in the candidate profile for future review.
Additionally, all AI Notetaker calls will be saved on the schedule page - you will need to toggle to "Show: Past" at the top right of the page to find previous meetings:
The recording, notes, transcript, etc. will open in a new window when you click on the thumbnail:
Using Snippets
A Snippet is a selected portion of the media file captured by the AI Notetaker. It can be saved and shared independently from the full recording or full transcript. To trim a full recording down to just a snippet:
Toggle to the Snippets tab of the meeting record.
Click
Create Snippetbelow the recording preview window.
Select the start and stop points of the desired clip.
Click
Create Snippet
Give it a Title (required) & Description (optional) and decide whether there will be a shareable link for this snippet.
FAQ about the AI Notetaker & Snippets
When will the meeting notes show in a person's record?
Meeting transcript processing times will vary according to the size of the file. Larger files may take a longer time to process so please reach out via the ? Help icon if it has been more than a few hours and your file is not done processing.
Does my calendar need to by synced into Loxo for the AI Notetaker to work?
Yes, your calendar will need to be synced to ensure the AI Notetaker will join the meeting. There is a two-way sync for your calendar once it is synced in Loxo and it will join any meeting tied to a name and email address associated with a Loxo profile, as long as it is Teams, Zoom or Google Meet.
What permissions do I need in order to connect Zoom/Teams to my account?
You do not need Admin permissions in Loxo in order to use Loxo's AI Notetaker. When you are first setting up your connection, a member of your team will need to have Admin-level access in Zoom/Teams in order to approve the connection. However, non-Admin users in Loxo will need to rely on Admins to configure the integration and activate the AI Notetaker for organization-wide use.
Does the connection need to be refreshed for each meeting?
Loxo designed the AI Notetaker to be flexible and help to remove manual tasks from your workflow. The design uses a direct connection between apps so there is a continual connection. You do not need to refresh your connection with every meeting, once the provider is connected to your team's Loxo account it will work across your team for all meetings.
Can I use external Notetakers?
Loxo's AI Notetaker is independent from other systems. You can still use a different system if you would like, but now you have a fully integrated alternative with all your summaries, transcripts, and recordings right in the candidate profile when you use Loxo's AI Notetaker.
Why didn't my meeting load in this person's record?
There are a few data points used to track which meetings should belong to which person records, and the email addresses that attend a meeting are a key part of that match. In order for the AI Notetaker to assign a meeting to a person in Loxo, the meeting participant must have an email that matches an email address on a person record at the time of meeting creation.
For example, if you are interviewing janesmith@gmail.com and the email address that joins the meeting is j.smith123@yahoo.com then the meeting will not be saved to Jane’s record because the email which joined the meeting differs from the email on the person record.
Why didn't the meeting invitation send from Loxo?
Your email must be synced to your Loxo account in order to send a meeting invitation. If your meeting invitation was not received, the first thing to check is your email sync.
Why didn't the meeting invitation create a link?
Loxo's AI Notetaker is designed to work across multiple meeting providers so there is flexibility to use Zoom, Teams or Google Meet. If you would like to use Zoom for your meeting, you need to copy the meeting invitation link into your scheduling invitation in Loxo, as an example.
If there is no location added to the meeting invitation, you can add a Zoom/Teams/Google Meet link from the calendar invitation and re-send.
Does the AI Notetaker join every meeting once it is connected?
Loxo's AI Notetaker is designed with flexibility in mind. You can choose whether you want to add Loxo's AI Notetaker by default to meetings created from within Loxo or from outside of Loxo. Even after the meeting is created or synced, the organizer can choose to omit the AI Notetaker from a specific meeting.
Do I need to Authenticate my Teams account?
No, Loxo's AI Notetaker will recognize any meeting with a Teams URL attached and automatically join these meetings.
Can I connect all three video call softwares to my AI Notetaker Agent?
Yes! The AI Notetaker will recognize the meeting URL and will join if it is Zoom, Teams or Google Meet!
Does the AI Notetaker Transcribe Other Languages?
At this time, the AI Notetaker will only understand and transcribe in the English language.
Can Snippet link access be revoked?
Yes, after generating a Share Link, the user can select “Remove Share Link” at any time. Once removed, the link will no longer work.
Do Snippet links expire automatically?
No, snippet links do not expire unless manually removed.
Is there a time limit for Snippet length?
No, snippets can be any length — from a few seconds to a large portion of the meeting.