Best practices for Notes

Metaview’s AI Notetaker and AI-generated summarizes help you focus on the conversation instead of note-taking. It automatically summarizes interviews, identifies key topics, and organizes your notes — but you remain the decision-maker. This guide outlines best practices for using AI features responsibly and effectively.

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How Metaview’s Notes help you

Metaview is designed to assist, not influence, your hiring decisions

• You decide which conversations Metaview joins and records.
• AI Notetaker is visible to all participants on video conference calls.
• Produces neutral summaries of conversations to save you time.
• Organizes information into structured notes and highlights.
• Assists with scorecard completion by filling in factual fields when possible.
• Lets you review, edit, redact, and share outputs before finalizing.

Metaview’s AI Notetaker and Notes do not:

• Make hiring decisions or recommendations.
• Infer personal traits, characteristics, or “fit.”
• Replace human evaluation or override your judgment.
• Conduct interviews on your behalf
• Provide any real-time feedback or guidance during calls

For a broader view, talent and recruiting leaders can also use Metaview Reports to gain more insights into their team’s interviews.

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Using templates to make AI work your way

Metaview provides a range of default templates to help you get started, such as Screening Call, Interview Debrief, and Question & Answer. These are built using established best practices for clear documentation. Learn more about using templates However, you can also create your own custom templates to:

• Standardize your team’s notes (e.g., notes for every screening call follow the same structure).
• Capture information that best fits your workflow or company process.
• Emphasize consistent, fair evaluation criteria across all interviews.

See Creating Custom Templates for details.

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Best practice guidelines for custom templates

Metaview includes safeguards to prevent subjective content generation, but we still encourage you to follow these best practices when designing your own custom templates:

• Use clear, factual headings and avoid subjective or evaluative language.
• Keep fields focused on what was said, not your opinion of it. Remember your Notes will provide you with a starting point of factual information that you will be able to edit and enrich with your own observations and evaluation.
• Regularly review your templates to ensure they still reflect your process.
• Do not including fields that refer to personal traits or emotions.

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Example: good template structure

If you’re unsure how to structure your templates, work with your internal recruiting or operations team to align on your company’s best practices. For teams on our Enterprise plan, reach out to your Customer Success Manager for personalized guidance.

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Reviewing and polishing your AI notes

Every AI-generated summary in Metaview is a draft created for you based on your personal settings, templates, and configurations. Notes are generated when you view them, ensuring they reflect the way you prefer to structure your interviews. When reviewing your notes, you can:

• Edit and supplement Notes with your personal observations: Editing your notes
• Make redactions to remove sensitive information: Redactions
• Playback recordings and check transcripts to verify accuracy: Playback the recording
• Share manually after review: Sharing your notes

Once you manually share or push notes (for example, to your ATS), you’re confirming you’ve reviewed them.

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Using the Assistant

An alternative way of accessing information from your transcript — similar to the notes editor, but through a different interface — is the Assistant chat. It’s useful when you want to find a specific point, quote, or example without scrubbing through the recording. The Assistant is built on the same underlying AI as your Notes, draws only on the transcript, and the same principles in this guide apply: it captures what was said, returns relevant statements with citations back to the conversation, and indicates when something wasn’t discussed. It is not a general-purpose chatbot or hiring advisor — it does not evaluate, rank, compare, recommend, or speculate. It works best when you ask retrieval-style questions (“what did the candidate say about…”) rather than evaluative ones, verify responses against the transcript, and apply your own judgement to what the information means for your decision.

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What AI can (and can’t) do

Metaview gives you a head start by capturing what was said — it highlights examples, details, and topics that came up during the conversation. It helps you recall key points without needing to rely on memory or replay entire interviews. Metaview Notes are created only from the spoken content of the conversation. These call transcripts are not influenced by any physical characteristics or the interviewer’s perceived attributes of the participants. This ensures summaries remain focused on what was actually said promoting accuracy, fairness, and consistency across interviews. However, Metaview doesn’t evaluate or interpret those examples. It won’t tell you whether something is a good or bad example, whether a response was detailed enough, or how it compares to other candidates. That’s where your judgment as an interviewer comes in. When reviewing your notes, think about:

• Are these examples relevant to the role?
• Do they show sufficient depth or detail?
• How do they compare to other applicants?
• How do they align with the job requirements or competencies?

Notes summarize facts; you interpret their meaning. By combining Notes with your professional judgment, you ensure hiring decisions remain fair, thoughtful, and human-led.

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Use with your scorecards

When integrated with certain ATS providers, Metaview can automatically populate factual scorecard fields based on what was said during the interview. It skips subjective or evaluative fields, such as ratings, hiring recommendations, “Culture Fit,” or “Overall Impression.” By default, Metaview does not submit the scorecard, so the interviewer can review, edit, complete, and submit it themselves. For supported ATS integrations, workspace administrators can opt to also enable automatic posting. This is best suited to scorecards that primarily contain factual fields, such as summaries of candidate responses. If Metaview cannot complete a required field—for example, a required score or recommendation—the scorecard is not posted and remains for the interviewer to complete and submit. Already-submitted scorecards are never posted again. To improve autofill quality:

• Use clear, descriptive field labels—for example, “Examples the candidate shared of working effectively in a team” rather than simply “Collaboration.”
• Design fields to capture factual information from the interview rather than subjective judgments.
• Avoid making subjective fields, such as scores or overall recommendations, required if you want scorecards to be posted automatically.

Learn more in Sharing your Notes

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Limitations to be aware of

Metaview works best when you follow the same common-sense practices you’d use if you were taking notes yourself.

• Keep the conversation clear: Background noise or overlapping speakers can make it harder for Metaview to transcribe conversations accurately — just like it would for you. Try to meet in a quiet space or ask participants to use headphones.
• Remember, Metaview captures what it hears: If something wasn’t said aloud, it won’t appear in the summary. You can always add context or clarification when you review your notes.
• Double-check speaker labels: After each call, make sure the right person is assigned to the right transcript line so notes stay accurate. See Assigning Participants for details.
• Nuance still needs your judgment: AI might miss subtlety and doesn’t analyze tone — always review summaries to make sure they reflect what really matters.

A good setup and accurate participant assignment help the Metaview capture who said what, improving both the accuracy of summaries and your ability to recall key details later.

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You’re always in control

Metaview is designed to boost productivity and recall while keeping you firmly in control. Notes assists by capturing and organizing what was said, but you’re always the one guiding the process. Interviewers are present during every interview, summaries appear together with full transcripts and recordings, and nothing is ever submitted automatically. You choose when and how to review, edit, and share notes. If something doesn’t look right, you can provide quick in-app feedback through Feedback on Notes. By combining automation with your oversight, Metaview helps you stay focused on meaningful conversations, recall facts accurately, and collaborate efficiently — all while ensuring that every action and decision remains under your control.