Best Note Takers For Recruitment Firms
In-depth Review
Top 5 Note Takers For Recruitment Firms in 2025
Taking interview notes during candidate interviews and intake calls is distracting. It takes 30-45 minutes on average for a job interview. And when you have multiple calls for executive roles, recording and recalling important information is key.
Modern recruiters make use of AI tools to record, transcribe, and summarize their notes, so they can focus on the human. But what is the best AI notetaker for Recruitment Firms in 2025?
Let’s explore the 5 best interview note taking tools you can start using today. We’ll break down the pros, cons, reviews, and reasons why you might choose any one of them.
The recruitment landscape has evolved.
Recruiters choose Spott to always have an edge over their competitors.
What about you?
Spott
Spott's note taker is built specifically for recruiters and is designed as part of its ATS/CRM. It captures notes automatically and stores them directly into the ATS, updating the right fields without the need to switch platforms or manually copy and paste information.
Whether you're meeting on Zoom, Teams, or Google Meet; Spott’s AI assistant is right there with you. It links to your calendar and will be waiting in the lobby to transcribe your notes so you can focus on the conversation. Sensitive call? Simply leave our bot in the lobby or deny access to keep the conversation one-on-one.
For candidate meetings, Spott automatically generates notes in the template of your liking (Q&A style, chronological, grouped by past employer, next steps - as you prefer). Our AI makes direct updates to the ATS where relevant; new salary update? New work experience detail? Our note taker was specifically designed to work with the Spott ATS/CRM - so everything will always be in perfect sync.
For intake calls, you can select a dedicated meeting template. From there, link it to a new or open vacancy to fill out sourcing criteria, key requirements, salary range, fees etc. Plus, Spott can answer any questions you have about the meeting, thanks to its deep contextual understanding.
All of Spott’s outputs are fully customizable to reflect your team's tone, branding, and documentation style—ensuring consistency across every touchpoint.
Metaview
Metaview is purpose-built for recruiters. It joins recruiters in virtual meetings an phone conversations.
Its generated summaries are concise and largely capture the actionable points of each conversation. Recruiters can quickly review candidates through stage-specific templates.
The downside is that it’s a costly platform at $50 per user per month, while most teams use only a fraction of its features. Few recruiters make use of the interview note comparison tools, and many still manually copy and paste notes into their ATS.
Overall, its recruiter-focused design and robust feature set, along with integrations into select ATSs, make it a strong contender — though it comes at a premium.
Fireflies
Fireflies offers a comprehensive meeting assistant that automatically transcribes, summarizes, and records calls. In terms of transcript quality, Fireflies boasts high accuracy - often cited at up to 95% - and covers more than 60 languages.
Just like the other note-taking apps on our list, it integrates with Zoom, MS Teams, and Google Meet, but also with Salesforce and Hubspot, making it easy for commercial teams to transcribe their calls.
Fireflies works with both audio and video files and provides timestamped notes and AI summaries. The main focus on this AI-powered transcription and analysis platform is enhanced team collaboration.
Overall, its conversation intelligence offers quick recaps, key points, and insights by speaker, topic, and sentiment at a competitive price. A key drawback is that Fireflies isn’t built for recruiters, requiring manual copy-pasting into your ATS.
Fathom
Fathom focuses mostly on providing sales professionals with automated, real-time transcription and post-call summaries that are both accurate and organized. This tool offers the same functionality as the previous ones, with a single, searchable repository for team calls, keeping everyone in the team on the same page and preventing information loss.
Recruiters benefit from a searchable transcript repository that can be easily referenced during candidate reviews. While Fathom excels at generating general summaries, it’s not fully optimized for recruitment workflows. Users often need to manually transfer or reformat insights to update their ATS.
The Standard plan is $19 per month and offers the mentioned features. The Pro plan is $29 per user/month, and offers integrations via Zapier and with major CRM providers.
Carv
Carv is built to reduce the administrative burden recruiters face. It automates interview note-taking and instantly generates candidate profiles, job descriptions, and interview reports. While its transcript quality is on the lower end, its main strength lies in saving recruiters significant time by eliminating manual note entry and follow-up tasks.
If you're committed to staying on a legacy ATS and Carv offers an integration, it can be a costly yet practical way to fill feature gaps. However, first consider whether switching to a modern ATS might be a more efficient long-term solution.
