`.
If your ATS supports scorecards and your call was matched to one, you can open it with `Fill Scorecard` (or `View scorecard`) and complete it alongside your notes.
*If your call was matched to an interview or scorecard in your ATS, you will see options to send notes directly to your ATS or to fill out your scorecard.*
If you have an integration, but the **Send to ATS** button is disabled, you either don't have permission to post to the candidate profile, or Metaview could not match this conversation to a candidate in your ATS.
## Sharing a conversation
On the right-hand side of the notes page, click on `Share` to get started. The option to share summary will **not be available** if you are accessing notes that have been shared with you.
You will see a pop-up menu with a list of all accounts that already have access to this call.
Please note that sharing a conversation doesn’t override seat limits. If the person trying to access a shared conversation is on a **Free** seat, the usual Free seat restrictions still apply — including any limits on viewing historical calls and monthly quotas. That means, in some cases, they may not be able to access the shared conversation unless they have been assigned a Pro seat.
### With colleagues
On your notes page, select the `Share`. In the **Share conversation** popup window, enter your teammate's email in the field and click `Share`. They will receive an email alerting them that you have shared a conversation on Metaview with them. To access the conversation they will need to create or log in to their Metaview account.
Please note that you will not be able to share a conversation with someone that is not part of your workspace using this option. If you want to share a conversation with someone outside your workspace, use the sharing option for people **Outside your workspace** described below.
### Within your workspace
On your notes page, select the `Share`. In the **Share conversation** popup window, under **Who can access**, click on the drop down and select the `All workspace members can view ` option. Click `Copy`. Share the generated link with anyone in your workspace. To access the conversation they will need to create or log in to their Metaview account.
![Sharing Workspace Pn]()
To disable a general access link that has been shared, you can change the **Who can access** option back to `Invite Only - only invited people can view`**.** Once a call is deleted, it will not be available via this link.
### Outside your workspace
You can share notes, transcripts, and recordings with individuals outside your company, or who don't have a Metaview account. On your notes page, select the `Share`.
In the pop-up window, under **Who can access**, click on the drop-down and select the `Anyone with the link - Anyone with a link can view` option. Click `Copy`. Share the generated link with anyone that you want to share this conversation with.
![Sharing Link Pn]()
A Metaview account is **not required** for the recipient to access shared notes with this setting. Anyone you share this link with can therefore access your shared call transcript and notes anonymously.
To disable a general access link that has been shared, you can change the **General access** option back to `Invite Only - only invited people invited can view`**.** Once a call is deleted, it will not be available via this link.
## Sharing a collection
If you keep sharing the same group of calls — everything for one role, or a set of example interviews for someone to shadow — you can share a whole [collection](/notes/collections) instead of each conversation individually. Open the collection's `...` menu and select `Share`.
A collection offers the same three levels of access described above — specific people, anyone in your workspace, or anyone with the link — though the collection share menu labels them slightly differently. People you invite get read-only access to the collection and the conversations in it, including any you add to it later. See [Share a collection](/notes/collections#share-a-collection) for what read-only access to a collection allows.
## Sharing a snippet
To send a colleague one moment from a call rather than the whole conversation, cut a [snippet](/notes/snippets) and share that instead. Snippet sharing works the same way as conversation sharing, including the `Anyone with the link` option for people without a Metaview account.
## Sharing without recordings
You can share just the notes or the transcript of a conversation without the recording. Please see [Access and deletion requests](/account-management/privacy-and-security/access-and-deletion-requests) for more information on how to download the transcript or notes.
## Editing notes shared with you
The initial version of the notes that you will share will appear as **Read Only**. They will not be able to edit notes, change the template or use other formatting changes. This is **intentional** as is meant to ensure your collaborators see the notes exactly as you shared them. A banner will appear explaning why this version of the notes is not available for editing.
![Banner Readonlynotes Pn]()
If you have been shared a conversation and need to make edits or use a different template, you will need to reload the shared notes as explained below:
1. Login to your Metaview account (make sure you are logged into the account that is associated with the email that has been used to share the notes with you)
2. Click on the Metaview logo in the top left corner to open the menu panel, and select **Home**.
3. Go to the **Shared with me** tab
4. Select the shared conversation
5. Proceed to edit the notes, change the template and make any necessary changes as needed.
## List of shared conversations
Any calls that were shared with you will appear under the **Shared with me** tab on your homepage.
Sharing controls who you deliberately grant access to. Who gets access to a conversation **by default** — participants, event organizers, admins, and recruiters — is covered in [Access](/notes/access).
# Snippets
Source: https://support.metaview.ai/notes/snippets
Show a hiring manager the answer instead of describing it
A snippet is a short clip cut straight out of a call recording. Instead of telling a hiring manager what a candidate said, you show them the thirty seconds where they said it.
That closes a gap that costs real time. A written summary of a candidate's answer is always one degree removed from the answer itself, so the person reading it either trusts your judgment or repeats the question in a later stage. A clip removes the guesswork — and it takes a minute to make and seconds to watch.
Elyse shows you how to use Snippets.
## How teams use snippets
* **Answering a hiring manager's gating questions.** The hiring manager gives you two or three must-ask questions before the screen. You ask them, clip the answers, and send the clips. The hiring manager judges fit immediately — instead of the candidate running two more interview stages before anyone discovers they missed a gate.
* **A gut check across the interview panel.** Anyone on the panel can see how a colleague's interview actually went without reading a full transcript, which is much faster than reconstructing it in a debrief.
* **Making a case with evidence.** Illustrate a candidate's strongest answer, or a genuine concern, in their own words — while keeping the rest of the conversation private.
* **Calibrating interviewers.** Build a set of clips showing good and weak answers to the same question, and use them to align a panel on what "good" sounds like.
Please note that if **video recording has been disabled** by your organization or by a meeting participant, the Snippets feature will not be available. Snippets are also not available for phone calls.
## Create a new Snippet
On the notes page, select the **Snippets** tab at the top of the page and click `Create a Snippet`.
![Snippet Create Pn]()
You will then see the transcript and video recording of the call. Select the `parts of the transcript` that you wanted included in the snippet, add a title and notes, and `Create Snippet`.
![Snippet Select Text Pn]()
A short clip of the part you selected will be created that you can then share with others.
## Sharing snippets
After you have created a snippet, you can easily share it with specific individuals, with members of your team, or with external users (they don't even need to have a Metaview account to view it).
Once you have created your Snippet, click the `📤 (upload symbol)` .
![Snippet Share Pn]()
You can then select the sharing options and link expiry (if desired). Select the `Anyone with the link` option if the **trusted people** you intend to share the Snippet with do not have a Metaview account. Once you have selected the setting, click `Copy share link` to copy your Snippet link.
![Snippet Access Level Pn]()
Sharing functionalities for snippets work very similarly to the sharing of call transcripts and notes, see [Share and export](/notes/share-and-export) for details. You can always immediately disable a shared snippet by changing the link access settings back to "Invite only".
You can also download the video of your created Snippets.
![Snippets Download Video Pn]()
# Templates
Source: https://support.metaview.ai/notes/templates
Fix the structure of your notes without scripting the conversation
A template is the instruction set Metaview follows when it writes your notes: which sections appear, in what order, and what each one should cover.
The important part is that it structures the **notes**, not the **call**. You don't need to ask your questions in the template's order, or in any order — the conversation can wander, double back, and cover a topic in three separate places, and each section still gets filled from wherever in the call that information came up. Nothing has to arrive as a clean question followed by a clean answer; a section can be filled just as well from a discussion that never took that shape.
It also decides what's worth keeping. Small talk, scheduling logistics, the five minutes about someone's commute — a template pulls out the details you asked for and leaves the rest behind. And when something genuinely wasn't covered, the section says so, which makes a gap visible instead of silently absent.
So you get a consistent, comparable write-up out of a natural conversation: every recruiter screen with the same five sections, every debrief with the same structure, every technical interview against the same competencies — without anyone having to interview from a script.
Follow the conversation wherever it goes. The template sorts the answers into the right sections afterwards.
Small talk, logistics, and tangents don't have to end up in your notes. You decide what a section is looking for.
Build a template with one section per scorecard field, and filling the scorecard becomes copy-and-paste.
One default template is the exception, by design: **Question and Answer** follows the order questions were actually asked, because that structure is the point of it. Every other template — and any custom template — organizes by topic instead. See [the default templates](#the-default-templates).
Elyse shows you how to build custom templates.
## Where templates live
Open any captured call and click `Use template` at the top of the notes editor to open the **template library**. If you haven't captured a call yet, open the demo call. Templates are also available from `Templates` in the Notes section of the sidebar.
From there you can choose a default template, customize one, build your own from scratch, or pick a template someone on your team already made.
![Ai Notes Select Template Pn]()
You do not need to select a template ahead of a call, and you can try several on the same conversation — switching template regenerates the notes from the same transcript.
## The default templates
Each has a different purpose, and not every template suits every kind of call.
| Template | Best for |
| - | - |
| **Topic Highlights** | The general-purpose default — summarizes the topics discussed with a candidate |
| **Question and Answer** | Each question asked and each answer given. Requires **exactly one** assigned candidate, and isn't available for long calls with many short questions — use Topic Highlights instead |
| **Recruiter Screen** | A comprehensive screen summary: executive overview, motivations, structured experience, role alignment against the job description, and logistics |
| **Candidate Pack** | A structured overview of the candidate — background, motivations, achievements, and logistical factors |
| **Role Alignment** | Highlights the candidate's skills against the requirements in the job description |
| **Generic Debrief** | A candidate as discussed during a general debrief session |
| **Team-specific Debrief** | A candidate as discussed during a team debrief |
| **Technical Debrief** | A candidate as discussed during a technical debrief |
| **Coding Interview** | Problem-solving approach, code quality, and technical communication |
| **System Design Interview** | Architecture decisions, scalability considerations, and technical depth |
| **Intake \| Role Scope** | The details discussed during a role intake session with a hiring manager |
The **Question and Answer** template and [TLDR](/notes/tldr) both depend on knowing which participant is the candidate. If no candidate is assigned, they won't be available — see [Participants](/notes/participants#assigning-a-candidate).
## Create a custom template
You can create a template from scratch, or start from one of Metaview's defaults.
**From scratch.** With a captured call open, click `Use template` to open your template library. (On the legacy notes version, click `Change Template` instead.) Click `+` and select `New Template` in the dropdown.
![Templates Create Custom Gi]()
**From an existing template.** Select an existing template and click `Edit` to make changes, or click a template under `Made by Metaview` and then `Customize`.
![Templates Build Custom Gi]()
### Collaborate on template drafts
Shared template drafts make it easier to build and improve templates as a team. Anyone with edit access can see the latest draft and continue where a teammate left off, so progress is not tied to one person or hidden in a private workspace.
To prevent changes from being overwritten, shared drafts do not support simultaneous editing. If a teammate updates the draft while you’re editing, don’t worry—your work won’t be lost. You’ll be prompted to either:
* Select `Refresh` to continue from the latest shared draft.
* Click `Duplicate current draft` to save your changes as a new private template.
![Custom Template Draft Collab]()
Your template drafts remain private when the template itself is private (in your personal folder).
## Building your template
**Notes sections**
Templates are organized by the notes sections. Each section will need a section header and instructions you want to give to Metaview AI, or for yourself and others on what to write/include. You can also let AI do more of the heavy lifting and get higher quality output from your conversation data — just type what you want the output to be in each section, and click `Improve Prompt`.
**Add instructions** is a required field for each section with the autofill toggle on. You will not be able to save and use a template if one of the required sections is blank.
**Style and format**
| Style | Format |
| - | - |
| Text | Paragraph, Bullet Points |
| Number | None, Currency (USD, GBP, EUR) |
| Multiple Choice | Add custom options that AI, yourself or others can select 1 or more from |
| Single Choice | Add custom options that AI, yourself or others can select 1 from |
| Yes or No | Yes, No |
| Date | MM/DD/YYYY, DD/MM/YYYY, YYYY/MM/DD |
**Markdown formatting**
Markdown is a formatting language that makes it easy to style text without using complex tools. If you want the generated notes to show up with **bold**, *italic* and other standard text formatting options, add the phrase "Use markdown to format the output" in your custom template instructions. Here are some basics that you can also try to add to your custom template instructions for additional emphasis and structure:
* To generate words in **Bold**: Use double asterisks `**bold text**`
* To generate words in *Italic*: Use single asterisks `*italic text*`
* To generate words in ~~Strikethrough~~: Use double tildes `~~crossed out~~`
* To generate bullet points: Use a dash and a space ` - First item`
Toggle off `Autofill with AI` in the section footer and Metaview will **not** automatically populate that section, if you want to fill in a section manually yourself.
**Repeating sections**
In some cases you'll want to generate multiple sections, one for each item (e.g. topic, question, previous job) which was discussed in the interview without knowing exactly what each item was.
![Templates Repeating Sections Pn]()
For this, Metaview provides the ability to configure a repeating section which takes the structure `For Each X`, e.g. *For each Topic, outline what was discussed focusing mainly on what was said by the candidate*. Metaview will then produce one section for each `Topic` or `Your own keyword` in your Notes. You can also create your own repeating section by picking `Type your own` and enter what you want the section to repeat on.
![Template Repeating For Each Pn]()
You can rearrange sections by dragging them up or down within the editor. You can also delete a section by clicking on the `🗑️` (trashbin) icon.
**Preview template**
Click on `Preview` to see how your new template would work with your currently selected call.
![Templates Preview Pn]()
If you're happy with the preview results, click on `Create Template` to save your new template. Otherwise, you can click back on `Customize Template` to continue building or editing your template.
Keep section headings factual and focused on what was said rather than your view of it. Avoid fields that ask the AI to infer personal traits, emotions, or “fit”. See [best practice guidelines for custom templates](/notes/best-practices#best-practice-guidelines-for-custom-templates).
## Adding context
When creating a custom template in Metaview, you can enhance it by including additional context. This feature allows you to provide crucial background information for more accurate AI-generated outputs. Whether it’s a **job description**, **company values**, or **past notes on a candidate**, adding context ensures that the AI understands the bigger picture and incorporates relevant details into the template.
![Templates Add Context Pn]()
**How to Use the Additional Context Feature**
1. **Navigate to Your Template Editor**: Once you’ve saved a template, click on `Additional Context`.
2. **Add Your Document**: Within this tab, upload or paste the relevant text file you want to include as context. This can be as simple as pasting a job description or attaching a more detailed document.
3. **Describe How to Use This Document**: After uploading the document, you’ll have the option to provide a description of how the document should be used by the AI. This is where you can explicitly tell the AI what to focus on or highlight.
* For example, if you uploaded a **job description**, you can instruct the AI to “List what the candidate said about the key responsibilities and skills in the job description.”
* If you uploaded **company values**, you could tell the AI to “Note any points where the candidate explicitly referred to one of our values, quoting what they said.”
4. **Importance of Referencing the Document in the Template**: It’s essential to reference the uploaded document within your template itself to ensure that it plays an active role in shaping the final output.
* If you’ve uploaded a **job description**, create a section in your template titled **“Key Requirements Met”**, with a description like: “List out all the key requirements from the job description that the candidate addressed during the conversation.”
* If you’ve added **company values**, create a section titled **“Values”** with the description: “Give examples of when the candidate explicitly mentioned one of our core values.”
* For **candidate feedback** from previous interviews, create a **“Follow-Up”** section and prompt the AI to reference any areas of improvement that were discussed in the past and track the candidate’s progress.
Template context applies to every call the template is used on. To add context to **one** conversation only — a specific candidate's CV, or an earlier call with them — add a source on the notes page instead. See [Adding sources](/notes/working-with-notes#adding-sources).
## Organize your templates
**Folders**
You can organize your templates into folders. To create a new folder, click on `+` and `New folder`.
![Template Library Pn]()
Rename your folder by clicking on the `...` next to your folder and select `Rename`.
![Template New Folder Pn]()
You can also `Delete` the folder.
![Templates Delete Folder Pn]()
If you delete a folder, you will also delete all templates in that folder. The folder may have templates that were created by others.
To add a template to a folder, simply drag the template into the folder you want to move it to.
![Template Drag And Drop Organize Gi]()
## Share templates
Any template added to a folder **other than your Personal folder** becomes available to other users in your organization. Anyone with edit access can also view and continue its draft changes.
Templates in shared folders can be edited or deleted by any user at your workspace.
If you want to restrict template permissions so that only admins can edit or delete shared templates, contact your Customer Success Manager to enable this setting for your organization.
## Set a default template
You can choose a template and turn on the `Default` toggle to make it the default for your own notes.
![Templates Default Pn]()
### Apply a template automatically
If you want to be even more specific, you can control *when* this template is used based on certain conditions. For example, you might want a different template to apply automatically for debrief interviews or candidate screens. To do this, click `When to use`, then `Add rule`. From there, choose a property—such as **Event name**—set the condition (for example, *contains*), and enter a value like *debrief*.
Once saved, this means the template will automatically be selected whenever the event name includes “debrief.” You can add as many rules as you need to make your template usage as tailored as possible.
![Custom Template When To Use]()
If you’re a workspace admin, you can also make the template the default for everyone. Ensure the template is not in a private folder, then enable `Apply to entire workspace`. This will apply the template to new notes that match your rules; existing notes will keep their current format.
You can always come back later to **edit** or **delete** these rules if your conditions or processes change in the future.
Rules match on [conversation properties](/notes/conversation-details#call-properties), so the more consistently your calls are titled or tagged, the more reliably the right template gets picked.
## Delete a template
Select `the template you want to delete`. Click on the `...` icon button, then `Delete` from the dropdown options. Please note that all users who have access to this template **will also lose access to deleted templates**.
![Template Delete Pn]()
# TLDR
Source: https://support.metaview.ai/notes/tldr
One paragraph on how a call went, built from topics you choose
When a hiring manager asks "how did the screen go?", they usually want a paragraph, not a page. A TLDR is that paragraph — a one-paragraph summary of a call, built from the topics you care about, that you can paste straight into an email or Slack message.
The topics are the point. You pick which ones the summary covers, and your custom topics stay available for future calls — so every screen for a role gets summarized against the same handful of questions, and the summaries become comparable rather than just short. Every claim carries a footnote back to the transcript.
Elyse shows you how to use TLDR to get a one-paragraph summary.
## Select your topics
Select AI-generated topics or create your own topics by clicking`Create a topic`. Once you have selected at least 3 topics, click `Generate TLDR`. Metaview will generate a one-paragraph summary using your topics in a few seconds.
![Tldr Select Topic Pn]()
## Create custom topics
Your custom topics will be available for your future calls to speed up TLDR creation. Give the topic a name and specify the questions Metaview should try to answer when covering this topic. For the best result, make sure the questions are related to the topic of interest and are as specific as possible.
For example:
* Topic name: Availability
* Enter question: "*What is the candidate's notice period?*", "*When is the candidate available to start?*" (if you add more than one question, make sure they related to the same topic)
Click `Add` to save your question, and `Add topic` to create your custom topic.
![Tldr Create Topic Pn]()
You can adjust previously created custom topics by clicking on the `⚙️` (gear) icon next to your custom topic.
## Adjust TLDR output
Click on a `topic `one, two, three or four times to toggle its length between `-` (short), `=` (medium), `≡` (long) or to remove it from the summary.
![Tldr Adjust Output Pn]()
Similarly to Notes, you can also use the following options:
* Pronouns: `They` (default), `She`, `He`
* Identifier: `"Candidate"`, `[Candidate name]` (see [Conversation details](/notes/conversation-details) to change the candidate's name)
* Translate your TLDR into one of Metaview's 40+ supported `languages`
## Use the footnotes to review the transcript
In your generated TLDR, Metaview will provide you with helpful footnotes so that you can quickly consult the transcript where the topic summary came from. Click on the footnotes like `[1]` to try it.
![Tldr View Source Pn]()
## Use and share your TLDR
Once you are happy with your summary, you can add it to your main AI notes, copy the text (for example, to be pasted in an email to a hiring manager), or if you have an ATS integration, push it to the ATS.
![Tldr Add Notes Pn]()
## Troubleshooting
1. **Not all speakers are assigned**
Metaview will not be able to correctly generate a TLDR if it was unable to identify all call participants. Go to [Call details](/notes/conversation-details) to check participant assignments in the transcript. You’ll then be able to generate the TLDR.
2. **No candidate is identified on the call**
Currently, TLDRs generate summaries based on what the candidate has said. Therefore, you will need to ensure that at least one participant in the transcript is labeled as a candidate. Go to [Call details](/notes/conversation-details) to assign a candidate in your conversation.
3. **Short call duration**
TLDR feature requires a sufficiently-long conversation to be able to generate topics and a one-page summary for you. If your call is very short (under 5 minutes) or the candidate spoke very little, you will likely get an error when trying to use this feature.
4. **No content related to selected topics**
You will get a warning if Metaview is unable to identify any content to summarize for one or more of your selected topics. We recommend selecting at least 3 topics so that the TLDR covers a range of themes from the conversation.
![Tldr No Info Pn]()
5. **I am not satisfied with the TLDR output**
Your feedback is invaluable to help us improve TLDR quality and reliability. The best way to signal an issue is to submit it directly underneath the TLDR summary.
![Tldr Feedback Pn]()
# Transcript And Recording
Source: https://support.metaview.ai/notes/transcript-and-recording
The raw record of the call — and how to check your notes against it
Notes are a summary, and summaries can be wrong or lose nuance. The transcript and recording are how you check — before you send a summary to a hiring manager, defend a decision in a debrief, or answer "are you sure they said that?".
This is also what makes AI-written notes safe to rely on. Nothing in your notes is unverifiable: every line came from a specific moment you can go and listen to.
## What gets captured
| How the call was captured | What you get |
| - | - |
| Video conference | Video recording, audio, and full transcript |
| Phone call | Audio recording and full transcript |
| [Uploaded recording](/notes/capturing-calls/upload-recordings) | Whatever you uploaded — video or audio — plus a transcript |
| [Imported transcript](/notes/capturing-calls/import-transcripts) | Transcript only; there is no recording to play back |
Workspaces can be configured to capture **audio only**, with no video recording, for compliance or policy reasons — and individual participants can decline video. Where that applies, playback is audio and [Snippets](/notes/snippets) are unavailable. See [Privacy configurations](/account-management/privacy-and-security/privacy-configurations).
## Open the recording and transcript
Click `on the video title` (or audio if video is not available) in the **Sources** panel to open the **recording** and the **full transcript** of the call.
Playback options include:
* Play / Pause
* Go back 5 seconds / skip ahead 5 seconds
* Adjust playback speed (from 1x to 2x)
* Maximize/minimize the playback screen
* The scroll bar with progress and the recording duration
When you play the recording, you can opt to follow along in the transcript. A green highlight will move through the transcript as the recording plays.
![Ai Notes Playback Pn]()
## Jumping to the moment behind a note
Scrubbing a recording to find something is slow. Work backwards from your notes instead: click the `💬` (speech balloon) on a notes section to see the transcript segments it was drawn from, then click a segment to jump straight to that point in the recording. Where a claim came from more than one place in the conversation, you'll see a count and can step through each occurrence.
This is the fastest way to answer a specific question about a call, and a good habit before forwarding notes to someone else. See [Note sections](/notes/working-with-notes#note-sections).
If you'd rather ask a question than read, the [Assistant](/notes/assistant) answers from the same transcript and cites the moments it used. And to send someone the moment itself rather than a description of it, cut a [snippet](/notes/snippets).
## Copy or download
You can **copy** or **download** the transcript of your call. The recording (if available) can also be downloaded.
![Ai Notes Copy Transcript Pn]()
*To download the recording, click on "Download video" or "Download audio" (for audio only recordings). You can also copy or download the full transcription.*
Downloading is also how you respond to a data subject access request — see [Access and deletion requests](/account-management/privacy-and-security/access-and-deletion-requests).
## Who can see it, and for how long
The recording and transcript are visible to exactly the people who have access to the conversation — call participants from the owning workspace, account admins, and anyone it has been shared with. There is no separate permission for the recording. See [Access and permissions](/notes/access).
Your organization decides how long recordings, transcripts, and notes are retained, and can have them deleted automatically on that schedule. Once a retention window passes, the recording is gone for everyone and is not recoverable. See [Privacy configurations](/account-management/privacy-and-security/privacy-configurations).
You can also share a conversation's notes or transcript **without** the recording — see [Sharing without recordings](/notes/share-and-export#sharing-without-recordings).
## When the transcript looks wrong
| What you're seeing | What to do |
| - | - |
| Garbled text, or text in the wrong language | Metaview misidentified the spoken language. See [Fixing the transcription language](/notes/languages#fixing-the-transcription-language). |
| Lines attributed to the wrong person, or an "Unknown Speaker" | Reassign the speaker in the transcript; notes are regenerated afterwards. See [Participants](/notes/participants). |
| A name or technical term misspelled throughout | Correct it once in your notes and Metaview offers to fix every other occurrence. See [Editing your notes](/notes/working-with-notes#editing-your-notes). |
| Words missing where people talked over each other | Overlapping speakers and background noise are hard to transcribe accurately — for anyone. See [Limitations to be aware of](/notes/best-practices#limitations-to-be-aware-of). |
| Something that was never said aloud isn't there | Expected: Metaview captures only spoken content. Add the context yourself when you review the notes. |
| No transcript at all, or the call shows as "Unavailable" | Check the status message on your home page — [Notes FAQs](/notes/notes-faqs#why-did-metaview-not-join-my-call) explains each one. |
## Removing part of a conversation
To take something out of the transcript, recording, and notes at once — a detail a candidate asked you not to keep, or information that shouldn't have been discussed — select it in the transcript and redact it. Redaction is irreversible and applies to everyone with access, including you. See [Deleting and redacting](/notes/deleting-notes#redacting-selected-content).
# Working With Your Notes
Source: https://support.metaview.ai/notes/working-with-notes
How the notes page works: templates, editing, formatting, and sources
Your notes are usually ready within about five minutes of the call ending. Open a conversation from your [Metaview home page](https://my.metaview.app/) and you land on the notes page.
## What's on the notes page
| Where | What you'll find |
| - | - |
| **Summary** tab | Your notes, generated from the transcript using the selected [template](/notes/templates). This is the main view. |
| **TLDR** tab | A one-paragraph summary built from topics you choose. See [TLDR](/notes/tldr). |
| **Snippets** tab | Short shareable clips cut from the recording. See [Snippets](/notes/snippets). |
| **Sources** panel (right) | The recording and transcript, plus any extra context you've added. See [Transcript and recording](/notes/transcript-and-recording). |
| **Actions** panel (right) | Everything you can do with the conversation — share, export, add to a collection, source similar candidates, delete. See [Actions](#actions-you-can-take). |
| **Ask AI** (bottom right) | Ask questions about the conversation and get answers cited back to the transcript. See [Assistant](/notes/assistant). |
## How your notes get written
For each call, Metaview uses speech-to-text transcription to capture what was said. The full transcript is available to review alongside the recording. Based on the template you select, and any additional context or actions you add, Metaview uses the transcript and other available call context to generate your notes.
Besides the transcript, some context may be added automatically, such as messages sent in the meeting chat and context from screen sharing, such as coding, demos, or presentations. You can also [add more sources](#adding-sources) yourself, such as previous conversations or uploaded files.
## Selecting a template
Your notes are organized by the selected template, which you can change at any time by clicking `Use template`. Each template has a different purpose, and not every template suits every kind of call.
The template shapes the notes rather than the call, so it doesn't matter what order things came up in — and you do not need to choose a template ahead of time. You can try several on the same conversation and keep whichever writes it up best.
![Ai Notes Select Template Pn]()
For the full default template library, and how to build a template from your own scorecard or interview framework, see [Templates](/notes/templates).
## Editing your notes
Metaview AI-generated notes are fully editable and allow you to edit, delete, correct, supplement, and personalize the final output based on your observations, priorities, and judgment. Edit the notes directly in the notes editor in your browser window, and they will be saved automatically.
You might not be able to edit notes if they were shared with you. Please see [Share and export](/notes/share-and-export#editing-notes-shared-with-you) for details.
Metaview may sometimes mistranscribe certain words, especially proper nouns. If you correct the spelling of these words in your notes Metaview will prompt you to also update all other similar words found in the transcript and notes. Click `Change all` to fix all occurrences, or `Dismiss` to not apply any additional corrections.
![Image]()
## Formatting your notes
In the notes editor, you can format your notes with the following preset options:
* **Length**: `+ longer`, `- shorter`
* **Format**: `Bullet points`, `Paragraphs`
* **Pronouns**: `they/them`, `she/her`, `he/him`, `tc/tc's` (abbreviation for "the candidate")
* **Identifier**: `Refer to as "Candidate"`, `Refer to as [Candidate name]`
* Select from **bold,** *italic,* underline, and ~~strikethrough~~ by `highlighting` specific words.
![Ai Notes Format Text Pn]()
Metaview does not conduct any analysis to collect or try to infer the candidate's pronouns. The "They" pronoun is applied by default to all candidates and can be adjusted if needed by the user.
Some formatting options may not be available in all cases. Candidate preferred **Pronouns** and **Identifier** options are only available for **Job Interview** meeting types and as long as there is exactly one call participant labelled as a candidate. To change the meeting type and verify participant roles, see [Conversation details](/notes/conversation-details).
To display notes in a different language, see [Languages and translation](/notes/languages).
## Note sections
Each section in the notes can be reordered (drag the section by `⋮⋮` icon in the top-left corner). You can also copy, reformat, or delete each section individually by clicking on the `⋮⋮` icon.
![Ai Notes Sections Pn]()
To review the transcript and recording related to a section in the notes, click on the `💬` (speech balloon) for the relevant section. Click `on the segment`, and you will jump directly to the part of the transcription where the information was taken from. If the information is found in more than one location, you will see a number of instances and the ability to jump to each one.
![Ai Notes Sources Pn]()
## Adding sources
In addition to the recorded conversation, you can supplement your notes as well as your scorecard with additional previously captured conversations or additional context. Click on `+ New source` and either select past conversations on your Metaview account or upload a file. If you add additional sources, Metaview will generate notes for you based on the conversation **and** the additional sources you have added.
Elyse introduces our new Multi-source feature!
**Pro tip:** This is especially useful if a conversation took place in multiple parts — whether intentionally (like a follow-up call) or unintentionally (e.g., if the original call was cut off). You can combine both recordings to generate a single, coherent set of notes.
The additional file can be a job description, the candidate's resume/CV, or other relevant document in a valid format (.TXT, .PDF, .DOC, .DOCX up to 50 MB).
Metaview may also suggest sources it has already found for you — for example a CV attached to the candidate's record in your ATS. Click `+` on a suggested source to include it.
If you change your mind, you can easily remove additional sources. Click `on the` `⋮` (3 dots) to open the menu and select `Remove`.
![Ai Notes Remove Sources Pn]()
## Version history
Metaview automatically saves snapshots of your notes, so you can review previous versions, compare changes (including manual edits, formatting, or template changes), and revert if needed. Click `Version` at the bottom of the notes editor, select a previous version, turn on `Compare` to see what changed, and click `Use this version` to restore that version.
![Ai Notes Versions]()
## Actions you can take
The **Actions** panel on the right of the notes page is where the conversation connects to the rest of your workflow.
Copy or download notes, push them to your ATS, fill a scorecard, send to Zapier, or share the conversation with colleagues and people outside your workspace.
Group the call with everything else for that role, client, or project — and share the whole group in one go.
Use the person you just interviewed as the brief for a new sourcing search.
Jump to the matched candidate record, or open their public professional profile.
Open the scorecard your call was matched to and fill it from your notes.
Remove a conversation entirely, or redact selected content from everything derived from it.
Who can see a conversation in the first place — and how to give or revoke that access — is covered in [Access](/notes/access).
## Feedback on Notes
We strive to provide the highest quality and most accurate notes for talent conversations, but we can't do it without your help! Your feedback is greatly appreciated and is closely monitored by our product team and tracked by our leadership.
If you'd like to share your thoughts on the quality, accuracy, usability, or overall usefulness of your notes, please use the feedback submission feature located at the bottom of your notes.
![Ai Notes Feedback Pn]()
Using this feature is the **most effective way** to share feedback, as it logs your input directly to your activity session. This allows our team to quickly investigate and address any issues or suggestions, ensuring we continue to deliver the best possible experience for you.
# Reports Overview
Source: https://support.metaview.ai/reports/overview
Organize interview data and uncover insights with Reports
You can use our Metaview to find, organize, and get alerted about the recruiting conversations that matter to you with [Reports](https://my.metaview.app/reports). Reports is a premium feature designed for talent leadership who need visibility across their teams’ conversations and interviews.
For basic usage monitoring, you can also use the usage charts on the [Team Management page](/account-management/managing-your-team#assessing-usage), or leverage your own AI tools [through our MCP](/integrations/mcp-integration/mcp-overview).
![Reports Screenshot Pn]()
## Find the conversations you care about
With **Reports**, you can search for whatever conversations you need based on what was mentioned in them. On top of that, you can use legacy ATS properties (e.g., Interview Stage) to further narrow down the list of conversations.
Here are a few examples of queries you can search with Reports:
* *Show me all the recruiter screens for Senior Backend Engineers in the past 3 months where the candidate mentioned experience with LLMs*
* *Find all candidates who rejected our offer and who asked about our company culture*
* *Show me all intake calls where the client mentioned working with other agencies*
Whatever you’re looking for, you can find it with Reports.
Elyse shows you how to use Reports to pull salary benchmark data.
Start with one of Metaview's default **Reports**, one shared by your colleagues, or create your own from scratch by clicking `+ New View`.
![Reports Default Pn]()
## Powerful search and filtering
Use **filters** as a powerful way to search and narrow down conversations in Metaview. You can use them to quickly find a specific call (for example, based on **date**, **participants**, **role**, or **job title**) — or to build a report/table of conversations that match certain criteria for deeper analysis.
You’ll only be able to search and report on conversations you have access to. For more details, see [Access](/notes/access) rules.
Filters can narrow conversations using different types of properties, including:
* **Event** properties from calendar metadata (e.g. Job Title, Date)
* **Conversational** (conversation content): filter by specific **topics or keywords mentioned** or not mentioned during the conversation — e.g. show all interviews where the candidate mentioned *“remote work”* or *“compensation”*
* **ATS** properties pulled from your ATS integration (e.g. stage, department, application status)
* **Custom** properties (if configured)
You can combine multiple filters to quickly find the subset of conversations that match your criteria.
![Reports Filters]()
Only the user who created the report and account admins can edit reports (including filters and columns). If you do not have edit access, you can duplicate the report (under the `Information` tab, go to Actions, and select `Duplicate`) so that you can make edits.
## See key details for your conversations
Once you’ve filtered down to the right set of conversations, use **columns** to control what information is shown for those conversations. Columns let you surface key details (like interviewer, stage, or outcome). To add a column, click `+` and select one of the default columns or choose `Create with AI` to create a custom AI column.
![Reports Add Column]( "Reports Add Column")
AI columns let you extract structured information from each conversation using a prompt (e.g. *"What salary did the candidate ask for?"* or *"Did the candidate mention remote work? (Yes/No)"*). Metaview runs the prompt across all conversations in your filtered report and fills the column with results using a consistent return type such as **Numbers**, **Currency**, **Yes/No**, or **text** .
When creating or editing an AI column, you can also click `✨ Improve prompt` to automatically rewrite your prompt into a clearer, more structured version helping you extract more consistent results.
![Reports Ai Column]( "Reports Ai Column")
If you want to ask broader questions across multiple conversations (instead of extracting a single field per conversation), go to the `Assistant` tab. This works like the Assistant for one conversation, but answers your question using all conversations currently included in the Report.
![Reports Assistant]()
## Create charts
You can easily create visualizations of your conversations. Click on the `Charts` tab, then `Create a chart`. You can select the metrics you want to include in your chart, change the type, date axis, and other criteria.
![Reports Charts]()
## Get notifications
Every time a new conversation matching your View gets added to Metaview, you can choose to be alerted so you’ll never miss a conversation you care about. Teammates can also subscribe to alerts and you can seamlessly share lists of conversations with whoever you want. Under the Information tab, click on `Add Subscriber`, customize your notification schedule, and click `Subscribe`.
![Reports Notifications]()
## Download reports
You can download reports from Metaview into CSV format for easier offline analysis and data aggregation. You can find the **Actions** section in the `Information` tab. Once there, click on `Download` to get a CSV.
Cameron shows you how to download reports.
# Best Practices for Screening
Source: https://support.metaview.ai/screening/best-practices-screening
Using AI screening interviews effectively and responsibly in your hiring process.
Metaview's Screening lets you hear from every applicant through short AI-led interviews — the conversations you could never fit on a calendar — with each completed interview assessed against rubrics you write, while keeping every decision with your team. It's designed to widen who gets heard in your process, not to replace the people running it.
## What Screening does — and doesn't do
Screening asks your questions and applies your rubrics. It doesn't decide.
* You write the interview plan: the questions, the optional follow-ups, and a rubric for each question describing what a strong answer looks like
* The AI interviewer conducts the conversation using your questions — it asks and listens, and doesn't assess anyone during the interview
* Each completed interview's transcript is checked against the rubrics you wrote, producing a rating with written reasoning and links to the exact moments in the conversation
* You review the scorecard, watch the recording where you want to verify something, and make every decision
Screening does not progress or reject candidates based on their interview. A rating on its own has no effect on a candidate's application — candidates only move stages in your ATS when you click `Progress` or `Reject` yourself. The one automatic action available is `Reject at deadline`, which is off by default, only acts when you've explicitly turned it on, and is triggered by a missed deadline — never by a rating. No question acts as a knockout either: a `No` answer, a number, or a date never rejects anyone on its own, and there are no automatic thresholds.
Each interview is assessed individually against your rubrics. There is no ranking, no curve, and no comparison between candidates — a rating reflects how well that candidate's answers matched the rubrics you wrote, regardless of who else has interviewed.
## How it works
1. **You build the interview.** Draft the questions and rubrics for the role — Metaview produces a first draft from your job description and context, and you edit it until it reflects what you actually want to ask. Nothing goes to candidates until you publish.
2. **Candidates interview on their own schedule.** Enrolled candidates take the interview from their browser, with the AI interviewer asking your published questions.
3. **Answers are checked against your rubrics.** Each completed interview gets a scorecard: an overall rating (`Great`, `Good`, `Okay`, `Poor`, or `Inconclusive`), a summary, and per-question notes on how the answer matched your rubric — with links back to the transcript.
4. **You review and decide.** You decide whose interviews to look at more closely, who to progress, and who to reject.
If an interview comes back as **Inconclusive**, there wasn't enough in the conversation to assess against your rubrics — usually a cut-short interview or a candidate who didn't engage with the questions. It's not a quality judgment, and you can [offer another attempt](/screening/screening-faqs#interviews-and-results) with `Reset attempt`.
For the full product walkthrough, see the [Screening Overview](/screening/overview).
## Writing your questions and rubrics
The quality of the scoring depends directly on the quality of your rubrics. A vague rubric produces less consistent, less useful ratings.
* **Describe what a strong answer contains.** "Names a specific system they owned, the scale it ran at, and a decision they made about it" is more useful than "good technical depth."
* **Anchor to the job, not intuition.** Ask about skills, experience, and situations directly relevant to the role, and write rubrics around role-relevant evidence.
* **Write rubrics for the transcript — that's all the rating sees.** Ratings are produced from the transcribed conversation only: there is no video analysis, and no audio analysis beyond converting speech to text. Appearance, tone, and delivery can't be scored, so a rubric that references them can't be applied. Describe the substance a strong answer contains — which also treats candidates interviewing in a second language, with nerves, or with different communication styles the same.
* **Avoid criteria that could introduce bias.** Skip anything touching personal characteristics or signals unrelated to job performance. Screening has guardrails that block questions and rubrics referencing protected characteristics — but don't lean on them: review your questions and rubrics with this in mind before publishing.
* **Preview before you enroll.** `Preview as candidate` is free and lets you take the interview exactly as candidates will. Then review your first few real scorecards against the recordings to check the ratings reflect what you'd conclude yourself — and refine your rubrics before enrolling at volume. When you edit and republish, scorecards are regenerated, so results stay comparable across candidates.
If a hiring team shares the screen, agree on the questions and rubrics together before publishing — and compare notes on borderline scorecards as you go.
## Reviewing scorecards and making decisions
Every rating comes with reasoning and links to the exact moments in the transcript, so you can check how an answer was assessed against the interview itself — and watch the recording whenever you want the full picture. The recording is there for *your* review: the automated assessment reads the transcript and never watches or analyzes the video.
Keep in mind that ratings reflect how the answers matched your rubrics, not the quality of the person. A strong candidate can rate lower simply because their answers didn't surface evidence against your criteria — a reason to check the transcript before acting on a rating, and to keep refining rubrics that produce surprising results.
Automation stays your choice, and it's worth being deliberate about the two switches:
* **Auto-enroll** adds candidates from your ATS stage to the screen automatically. It automates the invitation, not any assessment or decision.
* **Reject at deadline** rejects candidates who don't complete the interview in time. It's off by default. If you turn it on, make sure your deadline is generous, your reminders have room to land, and your rejection email reads the way you'd want — this is the one place a candidate can be rejected without a person clicking the button.
## AI use and misrepresentation signals
Screening automatically analyzes the interview transcript for signals that may indicate scripted or externally assisted answers, including potential use of AI tools, as well as potential inconsistencies with the profile the candidate applied with. Treat these exactly as the product presents them:
* **They're indicators, not conclusions.** Each signal comes with reasoning and links to the relevant moments — review those moments before drawing any conclusion.
* **They never change a candidate's rating**, and they should never be a rejection reason on their own.
* **You can override a signal** with your own assessment and justification after reviewing the interview — and you should, whenever what you see doesn't support it.
* **A flag is a prompt for a fair look, not a verdict.** Well-prepared, coached, or non-native-speaker candidates can trip stylistic signals. Where something genuinely warrants it, the fairest next step is usually a conversation with the candidate.
## The candidate experience
Screening interviews are candidate-facing, so how you configure them is part of how your company shows up.
* **Be upfront that it's an AI interview.** The experience is designed so it's obvious at every point that candidates are speaking with an AI, not a person — nobody is left to work it out for themselves. That's why there's no lifelike avatar: the voice is natural and warm, but it never presents itself as human. The invitation and welcome screen are candid about it, and the [candidate guide](/screening/candidate-guide) explains the whole experience in plain language — link it in your own communications so candidates know what to expect and who sees their answers.
* **Turn on the opt-out link** in your invitation emails so candidates can decline AI screening, and have a path for what happens next — opted-out candidates shouldn't simply disappear from your process.
* **Think before requiring the camera.** A screen's camera can be `On` (required), `Optional`, or `Off` for a fully audio-only interview. `Optional` is usually the kindest choice — audio and transcript alone are often enough to assess against your rubrics, and requiring video raises accessibility and comfort questions. Candidates who do use their camera can blur their background.
* **Choose interview languages thoughtfully.** Screening supports multiple languages, and candidates can choose from the options you enable. Offer the languages that make sense for the role and what you're assessing.
* **Set realistic deadlines.** Candidates fit these interviews around jobs and lives; reminders are handled automatically, and a short heads-up email from your own address meaningfully improves completion.
* **Be generous with second chances.** Disconnections happen. Candidates can resume within a few minutes, and `Reset attempt` lets you offer another go when something went wrong.
## Keeping things fair
Screening is designed to support fairer, more consistent screening than ad-hoc processes: every candidate gets the same questions, assessed against the same rubrics, with the same opportunity to make their case — rather than only the few who make it past a resume skim. It does not use protected characteristics in its assessment, and we run both internal and [independent third-party bias testing](https://trust.warden-ai.com/metaview/ai-screening-interview-agent). It's also part of why the interviewer has no avatar: how an on-screen persona looks can colour how candidates read the process, so the focus stays on the substance of the conversation.
The same good practices you'd follow anywhere in hiring apply here too: ground your questions and rubrics in job-relevant skills and experience, apply consistent standards, review outcomes periodically to check things are tracking the way you'd expect, and make sure the team using Screening knows your company's policies and any applicable local requirements.
## Your responsibilities
A few practical steps sit with you as the employer, and requirements vary by jurisdiction — AI-led interviews are specifically regulated in some places.
Screening was built with these regulations in mind. It's designed to support compliance with rules like the EU AI Act, the Illinois AI Video Interview Act, and New York City's AEDT requirements — and similar laws in Maryland, Colorado, and elsewhere. How you configure and use it still matters, though, so check the specifics with your legal team. Supporting documentation is in our [Trust Center](https://trust.metaview.ai/), and we're always happy to help.
* **Transparency.** Many jurisdictions require that candidates are informed when AI is used in hiring, and some regulate AI interviews specifically. The invitation email, welcome screen, and candidate guide do much of this work; make sure your privacy policy and job postings are consistent with it.
* **Offer an opt-out where required.** Some jurisdictions give candidates the right to opt out of AI-assisted processing. The opt-out link is built into invitation emails — you need to enable it and make sure candidates know it's available.
* **Handle data subject requests.** Candidate data originates from your ATS and from the interview itself, so if a candidate requests access to or deletion of their data, that obligation sits with you. Metaview provides the tools to support this.
## Data and privacy
Screening uses the candidate data in your ATS and what the candidate provides in the interview itself — their recording, transcript, and answers. If the candidate's camera is off, only the audio recording and transcript exist. Ratings are produced from the transcript of the conversation against your rubrics — recordings are stored for your playback, not analyzed — and no external data about the candidate is used.
Your data is never used to train AI models, is not shared across customers, and is not used to generate or improve results for other customers.
All personal data processing is conducted in accordance with our [Data Processing Agreement](https://www.metaview.ai/data-processing-agreement), in compliance with GDPR and other international data privacy regulations with equivalent standards (including CCPA, PIPEDA, and LGPD).
For more detail on data processing, AI governance, and security, please refer to our [Trust Center](https://trust.metaview.ai/). If you have any additional questions, you can reach us at [privacy@metaview.ai](mailto:privacy@metaview.ai).
## You're in control
Screening helps you hear from every candidate and puts a structured, evidence-linked scorecard behind each interview — but every decision remains yours. The AI asks your questions and applies your rubrics; you decide who to review, who to progress, and who to hire. Specific questions, and fixes for the problems that come up most often, are collected in [Screening FAQs & Troubleshooting](/screening/screening-faqs). If you have questions or need help getting started, our team is here to support you.
# Your screening interview: what to expect
Source: https://support.metaview.ai/screening/candidate-guide
A guide for candidates invited to a screening interview powered by Metaview
You applied for a job, and the hiring team has invited you to a short screening interview as the next step. The interview runs on Metaview, the platform their team uses for hiring. This page explains what the interview is, why you've been asked to do it, and what happens afterwards.
## What is this interview?
It's a short, spoken conversation with an AI interviewer, done from your browser on your laptop or phone. You'll hear its voice — there's no video of an interviewer on screen, and it isn't designed to look or pass as a person. The hiring team chose the questions, and they are the ones who review your answers.
There's nothing to schedule. Your invitation email has a personal link, and you can start whenever suits you before the deadline in the email.
If the hiring team has made the interview available in more than one language, you choose which one you'd like to use before you start.
## Why am I being asked to do this?
Your application only says so much. This interview is your chance to tell the hiring team about yourself in your own words: your experience, what you're good at, and what you're looking for. It gives the team much more to go on than a resume alone, and every candidate gets the same opportunity to make their case.
Because there's no scheduling involved, you can do it at a time that works for you rather than waiting for a slot on someone's calendar. Just make sure you complete it before the deadline if your invitation email mentions one.
## Is this replacing a human interviewer?
No. The AI interviewer only asks questions and listens. It doesn't decide anything. Your answers go straight to the hiring team, real people, who review them and decide on next steps, just as they would after any interview.
## Who sees my answers?
The hiring team at the company you applied to. Your recording and transcript are shared with them, and they use it alongside the rest of your application.
If your camera is on during the interview, the video is included in the recording shared with the hiring team. If your camera is off, they receive the audio recording and transcript only.
To help the team review, Metaview also prepares a summary of your interview against criteria the hiring team chose. It's based only on the transcript of what you said — nothing about your appearance or voice is analyzed — and the hiring team makes every decision themselves.
## What happens next?
Once you finish, the hiring team reviews your interview and will be in touch about next steps through their usual process. If the interview goes well, you'll typically move forward in their hiring process; if not, they'll let you know.
## How should I prepare?
A few tips:
* **Find a quiet spot** where you can speak freely.
* **You'll need a microphone.** Some interviews require a camera, some leave it up to you, and some are audio-only — the welcome screen tells you which. If your camera is on, you can blur your background before you start, and the recording is blurred too.
* **Take your time.** There's no time limit on your answers, and you can pause to think.
* **Treat it like a real interview.** The hiring team can watch or listen back to your recording, so bring the same care you would to any interview.
* **Talk naturally.** You can interrupt the interviewer, ask it to repeat a question, or ask for clarification, just like you would with a person.
* **Share what feels relevant.** The more context you give, the better picture the team has.
If you get disconnected or need to stop, you can reopen your link within 5 minutes and pick up where you left off. After that, your interview ends and what you've covered so far is shared with the hiring team.
## What setup do I need?
For the best experience:
* **Use an up-to-date browser.** Chrome or Safari are recommended; Edge and Firefox are also supported.
* **Open your interview link directly in your browser**, rather than inside an email app's built-in browser.
* **Use a stable internet connection** suitable for an audio or video call. If you're having connection problems, try turning off your VPN or switching to another network.
* **Use a laptop or desktop if you can.** This is usually the easiest way to complete the interview, but phones are also fully supported.
Before your interview starts, we'll guide you through a quick setup check for your microphone, camera if it's needed, and internet connection. You'll also hear a short sample so you can confirm you can hear the interviewer, and choose a different speaker if your browser supports it. You'll have a chance to fix permissions, change devices or networks, and run the check again before starting the interview.
## What if I don't want to do this?
If your invitation email includes an opt-out link, you can use it to decline. Otherwise, reply to the hiring team through the channel you've been using with them and discuss this directly with them.
## What happens to my data?
Metaview is designed to support compliance with data protection and AI hiring regulations. We act strictly as a service provider, processing your interview on behalf of the company you applied to — we don't use your data for our own purposes, and it's never used to train AI models.
Depending on where you live, you may also have rights over your data, such as requesting access to it or asking for it to be deleted. For questions about your data, or to exercise these rights, contact the company you applied to through the channel you've been using with them.
## Something not working?
If you have trouble starting or completing your interview, contact [candidate-support@metaview.ai](mailto:candidate-support@metaview.ai) and include the company and role you applied for. For questions about the role or the hiring process itself, contact the hiring team directly.
# Screening Credits
Source: https://support.metaview.ai/screening/credits
How screening credits work, and how to purchase more.
Each completed screening interview uses **one Screening credit when it's assessed**. Creating, publishing, and previewing screens doesn't use credits.
Screening credits are shared across your workspace. They are separate from, and purchased independently of, credits for other Metaview products such as Notetaker, Enrichment, Sourcing, and Application Review.
## Credits
Workspaces come with free starter Screening credits. Your current balance and its next upcoming expiry are shown on the **Screening** page, along with credit usage for each screen and total credits spent.
You need available Screening credits to enroll new candidates. If your balance reaches zero while a candidate is completing their interview, their interview is marked `Awaiting credits` and assessed automatically when you add more credits.
## Buy more credits
Go to **Screening → Credits** to buy a credit pack.
Purchased Screening credits also expire, with the expiry shown at purchase and in your balance. If your balance includes credits with different expiry dates, those expiring soonest are used first.
For high-volume or unlimited screening, [talk to our team](https://www.metaview.ai/demo).
For questions about running out of credits, expiry, and Auto-enroll, see [Screening FAQs & Troubleshooting](/screening/screening-faqs).
# Screening Overview
Source: https://support.metaview.ai/screening/overview
Hear from every candidate with short AI-led screening interviews, assessed against your criteria.
Recruiters can't take hundreds of screening calls for every open role, so most candidates are judged on a quick scan of their application — even though how someone communicates, solves problems, and makes decisions only really comes out in conversation.
Screening gives every candidate you choose to assess that conversation. An AI interviewer runs a short two-way voice interview, asks the questions your team cares about, follows up when an answer is vague, and assesses each answer against a rubric you write. You build a screen for each job, candidates take the interview from their browser whenever suits them, and every completed interview comes back with a rating and transparent reasoning — so you decide who moves forward, without hundreds of calls on your calendar.
![Screening Question1]()
## How Screening Works
To create your first screen, open Metaview, click **Screening** in the sidebar, and click `New screen`.
Pick the role you want to screen for from your connected ATS, name the screen, and choose the pipeline stage candidates are imported from — plus the stages progressed and rejected candidates move to. If your ATS isn't connected yet, the setup flow walks you through it. Candidates in the import stage appear in Metaview, but nobody is contacted until you enroll them.
Attach a job description and any context about what you're looking for, and Metaview drafts an interview plan: a series of steps, each with a goal, one or more questions, and a rubric describing what a strong answer looks like. Edit anything directly, or use `Agent chat` to describe the changes you want in plain language.
Choose the languages candidates can interview in, whether their camera is `On`, `Optional`, or `Off`, and what they see before they start — your logo, a welcome message, and an optional intro video from you.
`Preview as candidate` takes you through the interview exactly as a candidate would experience it. You can also test a single question, or run the whole interview from the start, without leaving the builder. Previews are free and never consume credits.
Click `Publish` to make the interview live, then enroll candidates from the `Candidates` tab. You can enroll them individually, in bulk, or turn on `Auto-enroll` to enroll every current and future candidate in your ATS import stage. Each enrolled candidate receives an invitation email with a personal link, plus reminders if you've set a deadline — see [Publishing and Enrolling Candidates](/screening/setup#publishing-and-enrolling-candidates) for the full flow.
Each completed interview is assessed against your rubrics and rated `Great`, `Good`, `Okay`, `Poor`, or `Inconclusive`, with a written summary and per-question notes. Open a candidate to watch the recording, read the synced transcript, and see exactly which answers the scoring is based on. When you're ready, `Progress` or `Reject` candidates and Metaview moves them to the right stage in your ATS. You always make the final call — Metaview never auto-rejects anyone unless you've explicitly turned on rejection at the deadline, and that's triggered by a missed deadline, never by a rating.
Everything behind these steps — ATS stages, each tab of the interview builder, invitation emails, deadlines, and team access — is covered in detail in [Screening Setup](/screening/setup).
## Scorecards
Every completed interview gets a scorecard. It includes an overall rating and summary, and for each question: how well the answer matched your rubric, factual notes on what the candidate said, what remains unknown, and links to the exact moments in the transcript.
Underneath the question results, an **Also mentioned** section captures useful things the candidate volunteered that your questions didn't ask about — a notice period, who referred them, a competing offer, a relocation plan. It's empty when nothing came up beyond the interview plan.
Ratings are based on your own rubrics rather than a generic standard, and they're intended to support your review, not replace it.
Ratings are produced from the transcript of the conversation — there's no video analysis, and no audio analysis beyond turning speech into text — so the strongest rubrics describe the substance of a good answer rather than its delivery. Recordings are there for your playback, not the AI's. For more on writing rubrics and using Screening responsibly, see [Screening Best Practices](/screening/best-practices-screening).
If you edit and republish your interview plan, scorecards are regenerated so results stay comparable across candidates.
## Interview Integrity Signals
Screening automatically analyzes the interview transcript for signals that may indicate scripted or externally assisted answers, including potential use of AI tools, as well as potential inconsistencies with the profile the candidate applied with. Each signal is shown as low, medium, or high risk, with reasoning and links to the relevant moments in the transcript.
These signals are indicators, not conclusions. They never change a candidate's rating, they're never grounds for a rejection on their own, and you can override a signal with your own assessment and justification after reviewing the interview.
## What Candidates Experience
Candidates receive an email invitation with a personal link and take the interview from their browser, on desktop or mobile, whenever suits them before the deadline. There's nothing to schedule. Before starting, they run a quick check on their microphone, speakers, and connection, choose an interview language if you've enabled more than one, and can blur their background if their camera is on. If they get disconnected, they can rejoin within a few minutes and pick up where they left off.
It's a genuine two-way conversation, not a form: candidates can interrupt, ask for a question to be repeated, or ask for clarification, and the interviewer follows up when an answer needs more. There's no avatar on screen. The interview is designed to minimise distractions, and even natural-looking avatars introduce them — nodding, lip movements, and facial expressions that don't quite land. For now the effort goes into voice quality and a natural conversation instead: warm, comfortable to talk to, and easy for candidates to speak openly about their experience.
For the full candidate-side walkthrough, see [the candidate guide](/screening/candidate-guide) — it's written for candidates, so you can also link it in your own communications.
## Screening Credits
Screening credits are used to pay for interviews: one credit is consumed each time a completed candidate interview is evaluated. Building, publishing, and previewing screens is free. Workspaces come with free credits to get started, and you can buy more from **Screening** → `Credits`. See [Screening Credits](/screening/credits) for the full details.
***
Hit a problem with a screen, or looking for a more specific answer? See [Screening FAQs & Troubleshooting](/screening/screening-faqs).
# Screening FAQs & Troubleshooting
Source: https://support.metaview.ai/screening/screening-faqs
Specific answers on invitations, languages, camera settings, scorecards, deadlines, and credits — plus fixes for common problems.
This page collects the specific questions that come up once you're running screens, and the fixes for the problems people hit most often. For how Screening works end to end, see the [Screening Overview](/screening/overview) and [Screening Setup](/screening/setup), and [Screening Best Practices](/screening/best-practices-screening) for guidance on writing rubrics and using Screening responsibly.
## Invitations and Enrollment
**Q: Are invitations sent automatically, or do I send them?**
Either way works, and nothing goes out by surprise: no candidate is contacted until the screen is published and the candidate is enrolled. You can enroll people yourself from the `Unenrolled` tab, or turn on `Auto-enroll` so Metaview enrolls everyone in the import stage and anyone who arrives there later. Once someone is enrolled, their invitation sends on the timing set in `Outreach` — immediately, or after a delay of up to 14 days — and reminders follow automatically if you've set a deadline.
**Q: Can I send the interview link myself?**
Yes. `Copy invite link` in the screen's `…` menu gives you a link to share through your own channel. For a candidate who's already enrolled, `Copy invite link` in their own `…` menu gives you their personal link, which is the one to use if you need to resend it.
## Interview Languages
**Q: Which languages does Screening support?**
Eighteen: Arabic, Danish, Dutch, English, Finnish, French, German, Hindi, Italian, Japanese, Mandarin, Norwegian, Portuguese (Brazil), Portuguese (Portugal), Spanish, Swedish, Turkish, and Vietnamese. Each one has its own set of interviewer voices.
**Q: How does the candidate's language choice work?**
Candidates choose from the languages you've enabled on that screen, and nothing beyond that list. The first language you enable is pre-selected, so a candidate who doesn't actively choose still gets a sensible default. On a single-language screen there's no picker at all — everyone interviews in that language.
## Camera and Background
**Q: What are the camera options?**
Three, set per screen in the `Setup` card:
* **On** — the camera is required, and candidates interview with video.
* **Optional** — the candidate decides for themselves.
* **Off** — audio-only. Candidates can't turn video on, so you get an audio recording and transcript.
Whichever you choose, it doesn't affect scoring. Ratings are produced from the transcript only — there's no video analysis, and no audio analysis beyond turning speech into text. Recordings are stored for your playback.
**Q: Can candidates blur their background?**
Yes, when their camera is on. It's a one-tap toggle on the pre-interview settings screen, previewed live before they join, and off by default. The blur is applied to the camera feed itself, so the recording is blurred from the first frame to the last. On the rare browser that can't run it, the interview goes ahead without blur rather than holding the candidate up.
**Q: Does the interviewer appear on screen?**
No — candidates hear a voice, and there's no avatar or video of an interviewer.
This is a deliberate design decision, made with leaders in the space and in line with best practice for AI interviewing. Even natural-looking avatars introduce distractions — nodding, lip movements, and facial expressions that don't quite land — and our own testing and candidate feedback pointed the same way. We've focused on voice quality and a natural conversation instead, and we believe that's the right approach for now. We'll revisit it as the technology develops.
## Scorecards
**Q: What is the Also mentioned section?**
Candidates often share useful things your questions didn't ask about — a notice period, who referred them, a competing offer. `Also mentioned` sits under the question results on every scorecard and captures those details, so they aren't lost. It's empty when the candidate didn't raise anything beyond your questions, which is common on short screens.
## The Interview Plan
**Q: What do the answer formats do?**
`Fit Score` rates the answer against the rubric you wrote for that question — `Great`, `Good`, `Okay`, `Poor`, or `Inconclusive`. `Yes/No`, `Number`, `Text`, and `Date` extract the answer into that typed value instead, which is useful for facts you want to compare directly across candidates — a notice period, years of experience, a start date.
Every format is analysed the same way underneath: whichever you choose, you get notes on what the candidate said, the evidence from the transcript, and anything the answer left open.
**Q: Can an answer automatically reject a candidate?**
No. No answer format acts as a knockout, and there are no automatic thresholds on numbers or dates — a `No` doesn't reject anyone on its own. Typed answers do inform the candidate's overall result, so evidence that genuinely rules someone out for the role can contribute to an overall `Poor`, but progressing and rejecting is always your call. The only automatic action in Screening is `Reject at deadline`, which responds to a missed deadline rather than to anything the candidate said.
**Q: Can the interviewer see a candidate's resume?**
Only if you let it. The `Candidate context` toggle on the `Context` tab lets the AI see the candidate's resume and their answers to your application questions, so it can ask about what they actually wrote rather than covering the same ground again.
**Q: Can I hear the interview before publishing it?**
Yes, and it's free. `Test this question` runs the question you're editing, `Test full interview` runs the whole thing from the start, and `Preview as candidate` takes you through the experience exactly as a candidate would get it. None of these use credits.
## Deadlines and Reminders
**Q: When are reminders sent, and can I edit them?**
Reminders are based on the deadline you set, and the `Scheduling & deadline` card tells you when they'll land — on a 7-day deadline, for example, candidates are reminded 3 days and 1 day before. They're sent automatically and aren't editable, but you can read both in the `Outreach` preview pane. With no deadline set, candidates get a single invitation and no reminders.
**Q: How do I give one candidate more time?**
Open their `…` menu and select `Extend deadline`, then pick a new date. Their invite link works up to the new deadline, any remaining reminders shift with it, and they get an email confirming the new date with a `Start your interview` button. This applies to that candidate alone — changing the deadline in the screen's `Outreach` tab is what moves it for everyone. It works even if their link has already expired, which reopens it up to the new date.
## Before the Interview
**Q: What does the pre-interview check cover?**
`Confirm your settings` checks the candidate's internet connection automatically and gives them a clear result with a short piece of advice and the option to test again. They also hear a spoken sample so they can confirm they can hear the interviewer, and can switch to a different speaker where their browser allows it. A poor result warns candidates and shows them what to try, but never blocks them from continuing — and if they can't hear the sample, steps to fix it appear on screen.
If a candidate tells you they had audio or connection trouble, ask what this check showed them before their interview — it usually points straight at the cause, and `Reset attempt` lets you offer another go once they've sorted it.
## Credits
**Q: What happens if we run out of credits?**
Candidates already enrolled can still complete their interviews, and completed interviews sit at `Awaiting credits` until you top up. `Auto-enroll` can't be switched on at all with a zero balance, and if it was already on, it stays on but leaves newly matched candidates in `Unenrolled` — they're enrolled the next time Metaview syncs with your ATS after you add credits, so the backlog may take a little while to clear.
**Q: Do credits expire?**
Yes. Both starter and purchased credits have an expiry date — your balance shows the next one coming up. Where your balance holds credits with different expiry dates, those expiring soonest are used first.
**Q: How do I get more credits?**
Buy a credit pack from **Screening** → `Credits`, or [contact our team](https://www.metaview.ai/demo) for high-volume or unlimited screening. See [Screening Credits](/screening/credits) for how credits work.
***
## Troubleshooting
### Enrollment and invitations
A screen imports candidates from one specific stage of one role, so comparing against a different stage or the whole pipeline won't line up. If someone specific is missing, add or move them to the screen's import stage in your ATS. New applications and recent stage changes can take up to \~30 minutes to appear in Metaview, so a candidate you've just moved may take a little while to show. If the numbers still look off after accounting for this, contact support with the role name and workspace.
The most common causes are:
* **Unconfirmed email** — candidates need a confirmed email address before they can be enrolled. Click `Confirm email` on the candidate's row to pick from the addresses in your ATS or enter one.
* **No credits remaining** — enrolling candidates requires available screening credits. Add credits from **Screening** → `Credits`.
* **Unpublished screen** — the interview must be published before candidates can be enrolled.
* **Opted out** — candidates who have opted out of AI screening can't be enrolled unless you opt them back in.
Check the candidate's `Outreach` column first: `Not invited` means they haven't been enrolled yet, or the invitation is scheduled to send after a delay. If they show as `Invited`, the `Opened` column tells you whether they've opened the email or their link. Candidates who opted out of AI screening receive no emails. If none of this explains it, ask the candidate to check spam, or copy their personal invite link from the `…` menu and send it to them directly.
Invite links stop accepting new starts once the deadline has passed. Candidates who already started can still open their link to resume. To let one candidate carry on, use `Extend deadline` in their `…` menu — they'll get an email with the new date and a button straight into the interview. Changing the deadline in the `Outreach` tab moves it for everyone on the screen.
### Interviews and results
Click the `…` menu next to the candidate and select `Reset attempt`. This removes their previous interview so they can take it again using their invite link, and re-opens their invitation and reminder emails.
This means there wasn't enough in the interview to assess against your rubrics — usually because the interview was cut short or the candidate didn't engage with the questions. Open the `Interview` tab on the candidate to see the recording and transcript, and use `Reset attempt` if you'd like to give them another go.
### Publishing and your ATS
Edits to the interview plan, outreach emails, and candidate experience save as a draft. Candidates keep taking the currently published version until you click `Publish` again.
The sender is determined by your ATS, not by Metaview. In Greenhouse, update the sender in the rejection email template settings. In Ashby, rejections are sent from the system no-reply address and cannot be changed from within Metaview.
# Screening Setup
Source: https://support.metaview.ai/screening/setup
Configure a screen in detail: ATS stages, the interview builder, the candidate experience, invitation emails, deadlines, and team access.
This page walks through configuring a screen in detail — the ATS connection, each tab of the interview builder, and the emails candidates receive. For a high-level picture of what Screening does, start with the [Screening Overview](/screening/overview).
## ATS Setup
Screening pulls candidates from your connected ATS and pushes decisions back.
* Abacus Umantis
* Ashby
* Atlas
* BambooHR
* Breezy HR
* Bullhorn
* Carerix
* Crelate
* Dayforce
* Eploy
* Gem
* Greenhouse
* iCIMS
* JobAdder
* Jobvite
* Kula
* Lever
* Loxo
* Manatal
* Oracle Recruiting Cloud
* OTYS
* Pinpoint
* Recruit CRM
* Recruitee
* Recruiterflow
* SAP SuccessFactors
* SmartRecruiters
* Spark Hire Recruit
* Teamtailor
* TrackerRMS
* UKG Pro
* Workable
* Workday
* Zoho Recruit
For Crelate and Workday, screening decisions are recorded in Metaview but not pushed back to the ATS.
When you create a screen, you configure:
* **Import stage**: the pipeline stage candidates are imported from. Anyone in this stage appears in the screen's `Unenrolled` tab, ready for you to enroll. Nobody is contacted until you enroll them.
* **Progressed stage**: where candidates move in your ATS when you progress them.
* **Rejected stage**: where candidates move in your ATS when you reject them.
* **Rejection email template** and **default rejection reason**: used when candidates are rejected. Email templates come straight from your ATS, and you can override both on individual rejections.
Each stage on a role can only feed one active screen, so if a stage is unavailable during setup, another screen on that role is already using it.
To change these settings later, click the `…` menu next to the screen and select `Edit`. From there you can rename the screen and update the progressed stage, rejected stage, rejection reason, and rejection email template.
Metaview also keeps your ATS up to date as candidates move through screening: a note is posted to the candidate's profile when their interview is evaluated and when a decision is made, and every invitation email is logged against their record.
***
## The Interview Builder
Everything a candidate hears, sees, and receives is configured in the `Builder`, across four tabs: `Setup`, `Interview`, `Context`, and `Outreach`.
The pane on the right previews whatever you're editing — the candidate's welcome screens, an email, or the interview itself. Switch it to `Agent chat` to describe the changes you want in plain language instead of editing fields yourself; the agent can rewrite questions, tighten rubrics, and restructure your plan.
Your work saves as you go — `Draft saved` appears next to the `Publish` button. Candidates keep taking the currently published version of the interview until you click `Publish` again.
### Setup: how candidates take the interview
**Candidate video** — choose whether a candidate must, can, or cannot have their camera on:
* `On` — video is required.
* `Optional` — the candidate decides for themselves.
* `Off` — a fully audio-only interview. Candidates can't turn video on, and you receive the audio recording and transcript.
Candidates who do use their camera can blur their background before joining. The setting has no effect on scoring: ratings come from the transcript either way.
**Interview languages** — choose the languages candidates can take their interview in, and a voice for each. Use the play button to sample a voice before committing, and `Add language` to offer more than one.
With more than one language enabled, candidates pick their preferred one on the welcome screen, and the interviewer conducts the whole conversation in it. They can only choose languages you've enabled. With a single language enabled there's no picker, and everyone interviews in that language. Screening supports 18 languages — see the [Screening FAQs](/screening/screening-faqs) for the full list.
One screen with several languages can cover a role you're hiring for across regions, instead of a separate screen per market. Enable the languages your team can also support later in the process — someone will need to review the scorecard and run the next conversation.
**Branding** — upload the logo candidates see on their welcome screen and at the top of the outreach email, in place of the Metaview logo.
**Welcome experience** — customize what candidates see before their interview starts:
* **Welcome message**: shown below the greeting, with basic formatting. Leave it blank to use the default.
* **Intro video**: upload a short video of yourself, or record one on the spot with your camera and microphone, to add a human touch before the interview. Three minutes maximum.
The preview pane steps through what the candidate actually sees: `Welcome` (your message, the estimated interview time, and a summary of their microphone, camera, and language), then `What to expect`, then the `Device check`.
### Interview: the plan itself
The interview is a series of steps, each with a **title** and a **goal** describing what the step is trying to achieve. Steps show their question count and an estimated duration, and you can drag them — and the questions inside them — into a different order.
Each question has:
* **Question format** — `Conversational` questions are open spoken questions, `Multiple choice` questions present options on screen, and `Scenario: Conversation` questions play out a short realistic exchange.
* **Question** — what the interview assistant asks the candidate.
* **Follow-up** — an optional probe to draw out specifics. Leave it blank to let the assistant decide when and how to dig in.
* **Answer format** — how the answer is captured. `Fit Score` rates it against your rubric as `Great`, `Good`, `Okay`, `Poor`, or `Inconclusive`. `Yes/No`, `Number`, `Text`, and `Date` extract it into that value instead, which is useful for facts you want in a consistent shape across candidates — a notice period, years of experience, a start date. Every format is analysed either way, with notes and links to the evidence in the transcript.
* **Rubric** — an example of what a strong answer looks like. This is what the candidate's answer is reviewed against, so the more specific you are here, the more useful the scoring. See [Screening Best Practices](/screening/best-practices-screening) for how to write these well.
No question acts as a knockout. A `No` answer, a number, or a date never rejects anyone on its own, and there are no automatic thresholds. Typed answers feed into the candidate's overall result — evidence that genuinely rules someone out for the role can contribute to an overall `Poor` — but progressing and rejecting stays your decision.
You can hear how any of it plays out before publishing. The preview pane offers `Test this question` to run just the question you're editing, and `Test full interview` to run the whole interview from the start. Both are free.
### Context: what the interviewer knows
Context shapes both the interview plan Metaview drafts for you and the conversation itself:
* **Role context** — the role and responsibilities you're hiring for. Attach a job description or write it out.
* **Company context** — background on your company and team, so the interview is grounded in where the candidate would actually be working.
* **Candidate context** — a toggle that lets the AI see the candidate's resume and their answers to your application questions, so it can ask about what they actually wrote rather than covering the same ground again.
This is the single biggest lever on the quality of your first draft. A thin role context produces generic questions; a specific one — what the job really involves, what good looks like, what to watch out for — produces a plan that needs far less editing.
### Outreach: emails and timing
#### Invitation
The email inviting candidates to their interview:
* **From**: the address the invitation is sent from. By default, emails are sent by Metaview on your behalf and appear as coming from your company's hiring team.
* **Cc / Bcc**: copy your team on every email sent to candidates.
* **Subject and message**: fully editable, with basic formatting and variables you can insert — `First name`, `Job title`, `Company`, `Interview length`, `Deadline`, and `Days to deadline`.
* **Logo**: shown at the top of the email.
* **Opt-out link**: adds an `Opt out` link to the email footer so candidates can decline AI screening. Opted-out candidates receive no further emails and can't be enrolled unless you opt them back in. The link is also there to copy if you want to use it elsewhere. Some jurisdictions give candidates the right to opt out of AI-assisted processing, so we recommend enabling it — see [Screening Best Practices](/screening/best-practices-screening).
Use `Send test email` to receive the invitation yourself and check it reads the way you want.
#### Reminders
Reminders are handled for you, based on the deadline — the `Scheduling & deadline` card tells you when they'll land. On a 7-day deadline, for example, candidates are reminded 3 days and 1 day before it. Reminder emails are sent automatically and aren't editable; you can read both in the preview pane, alongside the invitation. If you set no deadline, candidates receive a single invitation and no reminders.
#### Scheduling and deadline
* **Send invitation**: immediately when a candidate is enrolled, or after a delay of 1 to 14 days from enrollment.
* **Deadline to complete**: how long candidates have to finish the interview, from 1 to 14 days after the invitation, or no deadline at all.
* **Reject at deadline**: automatically reject candidates who haven't completed their interview in time, using the rejection reason and email template you chose. This is off by default, and it's the only automatic action in Screening — triggered by the deadline, never by a rating.
#### Extending one candidate's deadline
The settings above apply to everyone on the screen. To give a single candidate more time — illness, travel, trouble getting in — open their `…` menu and select `Extend deadline`, then pick a new date. Their invite link works up to the new deadline, any remaining reminders move with it, and they receive an email confirming the new date with a `Start your interview` button. Nobody else on the screen is affected.
#### Heads-up email from your ATS
The `Outreach` tab also suggests a short heads-up email to send from your own address before the Metaview invitation lands, which can meaningfully increase completion rates. Metaview doesn't send this one — copy the suggested subject and message and set it up as an automated email in your ATS.
***
## Publishing and Enrolling Candidates
No candidate is contacted automatically when you create a screen. Invitations start only once you've published the screen and enrolled candidates — either by enrolling them yourself, or by turning on `Auto-enroll`.
In the `Builder`, open `Outreach`. Review the invitation email, choose whether it sends immediately or after a delay, and set the completion deadline. `Send test email` sends you a copy first.
Use `Preview as candidate` to test the experience, then click `Publish`. Candidates can't be enrolled until the screen is published.
Go to the `Candidates` tab and select `Unenrolled`. Everyone sitting in the screen's ATS import stage appears here, and nobody in this list has been contacted yet.
If prompted, click `Confirm email` or `Add email` beside a candidate and choose the address to use. Candidates need a confirmed address before they can be enrolled.
Select one or more candidates and click `Enroll`. For a single candidate, you can also open the `…` menu on their row and select `Enroll`.
Each enrolled candidate is sent a personal interview link, on the timing you set in `Outreach`. If you set a deadline, reminders are sent automatically as it approaches.
If a candidate doesn't appear in `Unenrolled`, add or move them to the screen's import stage in your ATS. Recent ATS changes can take up to around 30 minutes to sync.
### Auto-enroll
Turn on `Auto-enroll` in the `Unenrolled` tab to hand enrollment over to Metaview. It enrolls everyone currently in the screen's import stage, and keeps enrolling new candidates as they arrive in that stage — so invitations go out without you returning to the screen.
Auto-enroll automates the invitation, not any assessment or decision. It's worth checking your first few scorecards against the recordings before switching it on, so you're happy with your rubrics before candidates arrive at volume — see [Screening Best Practices](/screening/best-practices-screening).
**If you run out of credits.** Auto-enroll can't be switched on while your balance is at zero — the toggle is disabled and points you to add credits. If it was already on when your credits ran out, it stays on, but candidates matched after that point stay in `Unenrolled` and aren't invited. Once you top up, they're enrolled the next time Metaview syncs with your ATS rather than the moment you add credits, so allow a little time for the backlog to clear.
### Sending a link yourself
If you'd rather share the interview link through your own channel, open the screen's `…` menu and select `Copy invite link`. For someone already enrolled, `Copy invite link` in their own `…` menu gives you their personal link — the one to use if their invitation went astray and you want to resend it.
***
## Permissions and Sharing
Who can see a screen depends on your role in Metaview and your ATS:
| Role | Access level |
| - | - |
| **Metaview workspace admin** | Can access all screens across all roles. |
| **Hiring team member** | Can access screens for roles where they are on the hiring team in your ATS. |
| **Other users** | No access unless a screen is shared with them. |
Screens can also be shared directly. Click `Share` on a screen to invite specific teammates or generate a link, with access limited to invited people, anyone in your organization, or anyone with the link.
Whoever created the screen receives an email each time a candidate's interview is assessed, with the rating and a summary. Teammates with access to the screen don't receive these emails — they can check results in the app.
***
For problems with invitations, enrollment, publishing, or your ATS — and other specific questions — see [Screening FAQs & Troubleshooting](/screening/screening-faqs).
# Enrichment Credits
Source: https://support.metaview.ai/sequences/enrichment-credits
How enrichment credits work for contact details.
Candidate profiles provided through Sourcing include professional information and may contain links to publicly available profiles, or to the candidate’s profile in your ATS where available.
Enrichment Credits allow you to unlock additional contact details (email addresses and phone numbers) for outreach which can be carried out using your own tools or through [Sequences](/sequences/overview). Contact enrichment is optional and powered by third-party providers. A limited number of enrichment credits are included with standard subscriptions, with additional credit top-ups available at an extra cost.
## How enrichment works
When you find a candidate profile using the [Sourcing](/sourcing/overview) feature, you have the option to enrich their profile to retrieve an email address or phone number. Click `No email selected` or `No phone selected` to open the enrichment panel.
![Enrichment Credits Select]()
In the enrichment panel, click `Find contact` to run the enrichment search using these third-party providers. You can also choose to manually add an email address or phone number instead of using enrichment option.
![Enrichment Credits Find Contact]()
Once a candidate profile includes contact details, you can enrol them into [Sequences](/sequences/overview) for outreach or contact them directly using your own tools.
## Credit usage and top-ups
Enrichment credits are usage-based and shared across your workspace. Credits are only consumed when you successfully retrieve a candidate’s email address or phone number. If no contact details are found, you are not charged.
Our standard Sourcing subscriptions include a **limited monthly allocation of contact enrichment credits**, which refreshes each month and is shared across all users in your workspace. You can view your current balance, usage, and renewal details in your account [here](https://my.metaview.app/sequences/credits). This page is also accessible via the Sequences section.
![Enrichment Credits Usage]()
If you need more credits beyond your monthly allocation, you can purchase additional credits as top-ups. Click `Buy additional credits` to purchase top-up enrichment credits in multiples of 100, valid for 6 months. These credits are added to your workspace balance and are used automatically once your monthly allocation has been exhausted.
## Enrichment credits accuracy
Email and phone number enrichment is powered by third-party providers and involves a tradeoff between coverage and accuracy. Results may occasionally be incorrect, outdated, or undeliverable. Metaview applies quality filters, but cannot guarantee that enriched contact details will always be accurate or deliverable. Enrichment credits are **non-refundable**, including in cases where an email later bounces or contact details are no longer valid.
# Gmail for Sequences
Source: https://support.metaview.ai/sequences/gmail-for-sequences
Connect Gmail to send emails directly from Metaview
If your company work email is provided by Google (i.e. your organization uses Google Workspace), you can connect your Gmail account to Metaview to send outreach sequences directly from your email — so candidates receive messages from you, and replies land right in your usual work inbox.
## Connecting Your Email
Check your [Sequences Settings](https://my.metaview.app/sequences?settings=sequences) for your current email connection status. Click `Connect Email` and follow the authentication steps via the Google pop-up. Once your mailbox is connected, click `Manage` to edit mailbox settings.
The email you connect **must match your Metaview account email.** Metaview does not support connecting a personal **gmail.com** account unrelated to your organization's workspace.
## Permissions
When you connect a Gmail account, Metaview requests Google OAuth scopes that allow it to perform specific actions on behalf of the connected user.
Google’s consent screen describes the maximum access associated with each scope. The descriptions below explain how Metaview uses that access for Sequences. For Google’s official definitions, see the [Gmail API scopes reference](https://developers.google.com/workspace/gmail/api/auth/scopes).
* `gmail.send` – Required to send outreach emails from your connected Gmail account.
* `gmail.readonly` – Required to identify delivery activity and detect replies, so sequence activity stays up to date and candidates are not contacted again after responding. This scope allows read-only access to messages and mailbox settings; Metaview cannot use it to modify or delete emails.
These permissions apply only to the Google account you connect. Depending on your organization’s Google Workspace policies, you may need to request app approval from your IT administrator before connecting your account.
## Set as your default mailbox
Set the toggle to `enable`, to use the selected mailbox as your default mailbox when creating sequences.
## Sending on Behalf of Others
Team members can be granted permission to send outreach sequences using your email address. This is useful for scenarios where a recruiter manages sequences on behalf of a hiring manager or colleague.
In Proxy Sender Permissions, you can choose between:
* **Specific people** — search for and select individual teammates to grant access. Only active members of your workspace can be granted send-on-behalf access.
* **Entire team** — allow anyone in your workspace to send outreach sequences on your behalf.
You can revoke permission at any time from your account settings. When you revoke access, any in-progress sequences using your email address will be automatically paused and the sequence owner will be notified.
This feature does not share your email login or give general inbox access. It only lets selected colleagues send outreach sequences on your behalf and view the resulting sequence activity/replies.
## Email Signature
When enabled, Metaview will automatically append your default Gmail email signature to all sequence emails. Toggle between `Enabled` and `Disabled` at any time.
When `Enabled`, you will see a signature preview. Click `Reload signature` to see an updated version of your signature. If you do not see a signature, you will need to add a signature to your Gmail account. Please see [here](https://support.google.com/mail/answer/8395) for instructions.
If you want to personalize your signature based on the sequence, you can keep this setting disabled, and manually add a signature block in the body of your [sequence](/sequences/overview) emails.
## Disconnecting Your Email
To disconnect your Gmail email, select your mailbox and click `Disconnect mailbox`. This will:
* Clear your stored authentication tokens immediately
* Archive all send-on-behalf permissions you've granted to others
* Pause any active sequences that were using your email address
Disconnecting your email does not delete your sequences or candidate data — it only stops emails from being sent until you reconnect.
## Troubleshooting
If you have trouble connecting your email to Metaview, try the following:
* Ensure the email you're connecting is the **same one** you use to log in to Metaview.
* Check with your IT team if you need **admin approval** to authorize Metaview in your Google Workspace.
* Try disconnecting and **reconnecting** your email from [Integrations Settings](https://my.metaview.app/sequences?settings=sequences).
* If sequences are pausing unexpectedly, check whether your send-on-behalf permissions are still active, or whether the email you're sending from has been disconnected.
# LinkedIn for Sequences
Source: https://support.metaview.ai/sequences/linked-in-for-sequences
Complete LinkedIn outreach steps and add candidates to sequences using the Metaview Chrome extension.
LinkedIn steps let you add personal touchpoints—such as connection requests and direct messages—to your outreach sequences.
Unlike automatic email steps, LinkedIn actions must be completed manually. Metaview helps you manage them by notifying you when an action is due, opening the correct candidate profile, and preparing the message for you in the Chrome extension.
## Completing a LinkedIn Step
When a LinkedIn step becomes due:
1. Open the sequence and select `Actions required`.
2. Open the candidate’s LinkedIn profile from Metaview.
3. Open the Metaview Chrome extension.
4. Copy the connection request or message prepared by your sequence.
5. Complete the action on LinkedIn.
6. Select `Mark as done` in the extension.
Metaview will then show you the next candidate with an outstanding LinkedIn action, making it easy to work through your tasks one after another. You can track completed and outstanding actions from the sequence page. Metaview will also email you when LinkedIn steps are due.
## Adding Candidates from LinkedIn
You can also add candidates you discover on LinkedIn directly to a Metaview sequence:
1. Open the candidate’s LinkedIn profile.
2. Open the Metaview Chrome extension.
3. Select the `Profile` tab.
4. Review whether the candidate is already enrolled in a sequence elsewhere in your workspace.
5. Select the sequence you want to add them to.
The candidate will be enrolled and begin progressing through the sequence’s configured steps.
Install the Metaview Chrome extension to complete LinkedIn actions and add candidates to sequences directly from LinkedIn.
# Outlook for Sequences
Source: https://support.metaview.ai/sequences/outlook-for-sequences
Connect Outlook to send sourcing emails directly from Metaview
If your company work email is provided by Microsoft (i.e. your organization uses Microsoft 365 or Outlook), you can connect your account to Metaview to send outreach sequences directly from your own inbox — so candidates receive messages from a familiar address, and replies land right in your email client.
## Connecting Your Email
Check your [Sequences Settings](https://my.metaview.app/sequences?settings=sequences) for your current email connection status. Click `Connect Email` and follow the authentication steps via the Microsoft pop-up. Once your mailbox is connected, click `Manage` to edit mailbox settings.
The email you connect **must match your Metaview account email.** Metaview does not support connecting a personal **outlook.com** or **hotmail.com** account unrelated to your organization's Microsoft 365 tenant.
## Permissions
When you connect an Outlook mailbox, Metaview requests delegated Microsoft Graph permissions. This means Metaview acts on your behalf and only within the connected mailbox.
Microsoft's consent screen describes the maximum capability associated with each permission. The descriptions below explain how Metaview uses these permissions in practice. For Microsoft's official definitions, see the [Microsoft Graph permissions reference](https://learn.microsoft.com/en-us/graph/permissions-reference).
* **Mail.Send** – Required to send sequence emails from your connected Outlook mailbox and save them to your Sent Items folder.
* **Mail.ReadWrite** – Required to create and manage sequence emails, keep sequence activity synchronized, and detect replies so candidates aren't contacted again after responding. Although Microsoft defines this permission broadly, Metaview uses it only for these sequence-related features.
* **MailboxSettings.Read** – Required to read mailbox settings, such as your time zone and automatic reply status, so emails can be sent correctly. This permission does not allow Metaview to modify your mailbox settings.
These permissions apply only to the mailbox you connect. Depending on your organization's Microsoft Entra policies, an administrator may need to approve the connection before you can use it.
## Set as your default mailbox
Set the toggle to `enable` to use the selected mailbox as your default mailbox when creating sequences.
## Sending on Behalf of Others
Team members can be granted permission to send outreach sequences using your email address. This is useful for scenarios where a recruiter manages sequences on behalf of a hiring manager or colleague.
In Proxy Sender Permissions, you can choose between:
* **Specific people** — search for and select individual teammates to grant access. Only active members of your workspace can be granted send-on-behalf access.
* **Entire team** — allow anyone in your workspace to send outreach sequences on your behalf.
You can revoke permission at any time from your account settings. When you revoke access, any in-progress sequences using your email address will be automatically paused and the sequence owner will be notified.
This feature does not share your email login or give general inbox access. It only lets selected colleagues send outreach sequences on your behalf and view the resulting sequence activity/replies.
## Email Signature
When enabled, Metaview will automatically append your default Outlook email signature to all sequence emails. Toggle between `Enabled` and `Disabled` at any time.
When `Enabled`, you will see a signature preview. Click `Reload signature` to see an updated version of your signature. If you do not see a signature, you will need to add a signature to your Outlook account. Please see [here](https://support.microsoft.com/en-gb/office/how-to-add-and-change-an-email-signature-in-outlook-8ee5d4f4-68fd-464a-a1c1-0e1c80bb27f2) for instructions.
If you want to personalize your signature based on the sequence, you can keep this setting disabled, and manually add a signature block in the body of your [sequence](/sequences/overview) emails.
## Disconnecting Your Email
To disconnect your Outlook email, select your mailbox and click `Disconnect mailbox`. This will:
* Clear your stored authentication tokens immediately
* Archive all send-on-behalf permissions you've granted to others
* Pause any active sequences that were using your email address
Disconnecting your email does not delete your sequences or candidate data — it only stops emails from being sent until you reconnect.
## Troubleshooting
If you have trouble connecting your email to Metaview, try the following:
* Ensure the email you're connecting is the **same one** you use to log in to Metaview.
* Check with your IT team if you need **admin approval** to authorize Metaview in your Microsoft 365 tenant.
* Try disconnecting and **reconnecting** your email from [Sequences Settings](https://my.metaview.app/sequences?settings=sequences).
* If sequences are pausing unexpectedly, check whether your send-on-behalf permissions are still active, or whether the email you're sending from has been disconnected.
# Sequences Overview
Source: https://support.metaview.ai/sequences/overview
Use Sequences to reach out to sourced candidates with personalised, automated multi-step outreach sent directly from your own email account.
Once you've identified strong candidates from a sourcing search, Sequences lets you contact them without leaving Metaview. You can set up automated email campaigns with AI-powered personalisation, mix in manual touchpoints, and let Metaview handle follow-ups and reply detection automatically.
## Sending your first sequence
1. **Enrich candidate contact information**
Before you can email a candidate, you need their contact details. On any candidate card in your search results, you'll see a **Manage candidate** section at the bottom showing the current state of their email and phone number. Click the `email` or `phone` field to open the enrichment modal.
From the enrichment modal, enter the candidate's LinkedIn URL and click `Find Contact` to look up their verified email address. You can also add an email manually if you already have it. The credit cost is shown in the top right corner of the modal.
Metaview checks data already available in your ATS or attempts to enrich via third-party providers. If a verified email or phone number is found, it will appear on the candidate's profile.
2. **Add candidates to a sequence**
Once candidates have been enriched with contact details, select the candidates you want to reach out to and click `Add to Sequence`. You can add candidates individually or in bulk from your search results.
![Send Sequences Add]( "Send Sequences Add")
3. **Create your sequence**
A sequence is a series of steps that are sent or actioned over time. To create a new sequence, navigate to the **Sequences** tab in your sidebar and click `New Sequence`.
Each sequence is made up of one or more steps. For each step, you configure:
* **Subject line**: For new email threads. Reply steps automatically continue the previous thread.
* **Email body**: Write your message or use AI to draft it. You can include *variable* placeholders (like *first\_name*, *company*, or *role\_title*) that are automatically filled in with candidate-specific details using AI before each email is sent.
* **Step type**: Choose between a `new thread` (sends a fresh email) or a `reply` (continues the thread from a previous step).
* **Schedule**: Set when the step should fire. Options include sending immediately, after a set delay (e.g. 3 days after the previous step), or on the next business day at a specific time.
![Send Sequence Create]()
You can prompt the AI to write the entire email -- not just fill in tags like name and company. The AI uses the candidate's full profile (experience, skills, current role) to craft a genuinely personalised message.
4. **Choose between automated and manual steps**
When you click `+ New step` in the sequence builder, you'll see two categories of step types:
* **Automatic** steps are executed by Metaview on your behalf at the scheduled time without any action required from you.
* **Email**: Sends a fully personalised email automatically. The AI fills in any *variable* placeholders using the candidate's profile before sending.
* **WhatsApp**: Sends a fully personalised WhatsApp message automatically.
* **Manual** steps prepare the action and notify you when it's ready. You review the content, make any edits, and complete the step yourself. This gives you full control at key points in your outreach, for example, a more tailored follow-up to a senior candidate or a personal LinkedIn message.
* **Email:** Drafts the email and alerts you when it's ready to review and send manually.
* **LinkedIn Message**: Creates a reminder to send a message to the candidate. You'll be notified when it's time to action this step, with the candidate's profile linked for quick access.
* **LinkedIn Connection Request**: Creates a reminder to send a connection request. This is a manual action with a notification prompt.
* **Phone**: Creates a reminder to call the candidate. The candidate's phone number (if enriched) is shown alongside the step so you can dial directly.
* **SMS**: Creates a reminder to send a text message to the candidate.
* **WhatsApp**: Creates a reminder to send a manual WhatsApp message.
Manual steps have a configurable **auto-skip timer**. If you don't action a manual step within the set period, it is automatically skipped and the sequence moves to the next step. This prevents a single unactioned task from stalling your entire outreach. Setting the auto-skip timer to zero disables it, meaning the step will wait indefinitely.
![Send Sequence New Step]()
Here's an example of a built-out sequence with multiple steps. Notice how later steps use the **Reply** type to continue the same email thread, and each step has its own schedule (e.g. "After 4 days", "After 7 days"). The *candidate\_first\_name* and *sender\_first\_name* placeholders are filled in automatically for each candidate.
![Send Sequence Example]()
A common pattern is to start with one or two automatic email steps, then add a manual LinkedIn Connection Request or Phone step later in the sequence for candidates who haven't replied. This combines the efficiency of automated outreach with the personal touch of direct contact.
5. **Activating your sequence**
A sequence does not start sending when you save it or when you add candidates.
To start outreach, toggle the **Activate** switch next to your sequence on the Sequences dashboard, or select **Activate** from the three-dot menu on the sequence row.
![Send Sequences Dashboard Activation Options]()
The toggle will be greyed out until your sequence is ready to send. To send a sequence, Metaview requires:
* a sequence name
* at least one configured step
* the first email step set to **New thread** (not Reply)
* a subject line and body on every email step
* a sender with a connected email account
If anything is missing, the sequence is marked as **Incomplete** in the dashboard until you fix it. You can still add candidates to an incomplete or inactive sequence - they'll be enrolled but won't receive anything until you toggle it on.
Once activated, Metaview schedules each candidate's first unsent step according to its configured timing, with candidates staggered slightly to avoid email provider rate limits. Each subsequent step is queued only after the previous one completes. If you need to pause outreach at any point, toggle the switch off. All in-progress candidates are paused, not cancelled, and any pending emails are unscheduled. When you reactivate, every candidate resumes from exactly where they left off.
If you save an active sequence with validation errors (for example, removing a subject line), Metaview will warn you and deactivate the sequence automatically until the issues are fixed.
6. **Track replies and manage candidates**
Once your sequence is running, Metaview tracks delivery, opens, and replies for each candidate. You can monitor the status of every candidate in your sequence from the sequence detail page.
You can filter candidates by status (**Active**, **Paused**, **Cancelled**, or **Completed**) and take action on individual candidates at any time. Available actions include pausing, resuming, cancelling, and removing candidates from a sequence.
## Additional Features
* **Send on behalf of others**: If you're managing outreach for a team, you can configure sequence steps to send emails from another user's email address. The recipient sees the other person as the sender, which is useful when a recruiter manages outreach on behalf of a hiring manager or colleague. The person whose email you want to send from must first grant you permission in their [Sequences Settings](/sequences/sequences-settings).
* **Permissions and visibility**: By default, users can only see their own sequences. Admins can view all sequences across the workspace. Any user can duplicate a sequence they have access to. Only the creator of a sequence can edit it, add or remove candidates, or change step content. Admins can view and duplicate but not modify sequences they didn't create.
## When Sequences Stop
Metaview is designed to stop outreach when it's no longer needed, so you don't have to manage every candidate manually. A sequence will automatically stop for a candidate when:
* **The candidate replies**: The sequence is cancelled immediately. Metaview also classifies the reply as Interested, Not Interested, Follow Up, or Unknown so you can prioritise responses.
* **A Calendly event is booked**: If you have Calendly connected and a candidate books a call with you, the sequence stops. This is enabled by default and can be toggled per user.
* **A Metaview session is scheduled**: If a Metaview-captured interview is scheduled with the candidate, the sequence auto-cancels.
* **An ATS event occurs**: If the candidate is moved to a new stage or another qualifying event happens in your ATS, the sequence can auto-cancel.
* **An email bounces**: The sequence is paused (not cancelled) with the reason shown. You can update the candidate's email and resume the sequence.
* **Your email becomes disconnected**: If your Gmail or Outlook OAuth token expires or is revoked, active sequences are paused until you reconnect. See [Gmail for Sequences](/sequences/gmail-for-sequences) or [Outlook for Sequences](/sequences/outlook-for-sequences) for how to reconnect.
When all steps have been sent (or skipped), the sequence is marked as **Completed** for that candidate.
You can configure which of these automatic stop conditions are active for your workspace in Sequences Settings. The same page also covers email signature settings and automatic BCC for logging outreach to your ATS.
## Tracking and Metrics
Metaview tracks five metrics for each email step in a sequence:
* **Sent**: the email has been dispatched from your Gmail or Outlook account.
* **Delivered**: the recipient's email server accepted the message.
* **Opened**: the recipient first open of the email (tracked via an invisible pixel).
* **Bounced**: the email couldn't be delivered. The candidate's sequence is paused automatically and you'll be notified.
* **Replied**: the candidate responded. The sequence is cancelled, and the reply is tagged as **Interested**, **Not Interested**, **Follow Up**, or **Unknown**.
* **Interested**: a reply is automatically tagged is positive. Candidates are also tagged if a Calendly event or Metaview session is scheduled, or a qualifying ATS event occurs.
Please note that factors like recipient privacy settings (e.g. Apple Mail Privacy Protection) or corporate email security scanners can cause open rates to be under- or over-counted.
Each candidate's progress is shown as step badges on the sequence detail view. Aggregate totals across all candidates appear at the top of the sequence page, and the Charts dashboard provides configurable time-series views across different metrics and time windows.
## Troubleshooting
### My emails are stuck on "Sending..."
This occasionally happens with the first step of a new sequence. Try pausing the affected candidates and then resuming them -- this usually clears the stuck state. You can filter by "Has email" → "Yes" to quickly find who needs resuming.
### My sequence blocked, and what can I do?
A sequence may be blocked if the candidate is missing an email address or phone number, or if the connected email or WhatsApp account is disconnected. Click the warning badge to add the missing information, reconnect the account, or skip the blocked step and continue the sequence. Skipping moves the candidate to the next step in the sequence, such as moving past an unavailable email step to WhatsApp. You can also select `Skip Current Step` from the candidate’s row menu. Skipped steps are recorded in the activity history, including who skipped them and why.
### A candidate isn't receiving my sequence emails
The most likely cause is a bounced email. If a bounce occurred, the sequence will be paused with the reason "EMAIL BOUNCED" shown on the candidate's entry. You can correct their email address and resume from there. It's also worth checking that the candidate hasn't already been removed or cancelled from the sequence entirely.
### My sequence isn't stopping after a candidate replied
Metaview detects replies automatically and cancels the sequence when a response comes in. If it isn't being picked up, the candidate may have replied from a different email address than the one your sequence was sent to, or replied in a separate email thread rather than continuing the original one. In these cases, you can cancel the sequence for that candidate manually.
### Do Sequences cost extra to use?
There is no additional cost for conducting outreach through Sequences. However, related Sourcing activity may use credits: finding candidates through Sourcing uses [Sourcing](/sourcing/overview) credits, and enriching candidate contact details uses [Enrichment credits](/sequences/enrichment-credits). You do not need a specific subscription just to use Sequences, but some workspaces may restrict which users can access this functionality. Speak to your workspace admin to confirm your permissions.
# Sequences FAQs
Source: https://support.metaview.ai/sequences/sequences-faqs
Frequently Asked Questions on how to set up, run, and manage outreach sequences.
## Getting Started
**Q: How do I activate a sequence and start sending emails?**
Toggle the Activate switch next to your sequence on the Sequences dashboard, or select `Activate` from the three-dot menu. The toggle is greyed out until your sequence is valid: it needs a name, at least one step, the first email step set to "New Thread," a subject and body on every email step, and a connected sender ([Gmail](/sequences/gmail-for-sequences) or [Outlook](/sequences/outlook-for-sequences) via OAuth). Once activated, emails send according to each step's configured schedule.
**Q: What does "Incomplete" mean in my sequence?**
A sequence shows as "Incomplete" when it is not yet valid. Common causes: missing sequence name, no steps configured, first email step not set to "New Thread," missing subject or body on an email step, or no connected email sender. Once all fields are complete, the sequence becomes valid and can be activated.
**Q: Why isn't Sequences showing up in my account?**
Sequences visibility is controlled by an organization-level preference. If sequences are hidden for your org, contact your admin to have access enabled. Access can also be configured on a per-user basis if only specific users should have visibility.
**Q: Who can see my sequences?**
A sequence is visible to its creator, workspace admins, and anyone whose mailbox is used to send one of its steps. This gives users visibility into outreach being sent on their behalf.
**Q: Who can edit a sequence?**
The sequence creator and workspace admins can edit a sequence. If someone you’ve authorized to send on your behalf creates a sequence using your mailbox, you can view it in read-only mode, review the outreach, send yourself test emails for steps using your mailbox, or duplicate it to create your own editable copy.
## Activation & Candidate Lifecycle
**Q: What happens when I activate a sequence with candidates already added?**
The system resumes each candidate's individual journey from wherever they left off. It finds the next unsent step for each candidate and schedules it according to that step's timing. For bulk enrollment, candidates are staggered by \~3 seconds each to avoid email provider rate limits (e.g., 100 candidates = sends spread over \~5 minutes).
**Q: Can I add candidates to an inactive/deactivated sequence?**
Yes. Candidates are enrolled in the sequence record, but no steps are scheduled or sent. A yellow banner will confirm that contacts added will not be contacted until the sequence is activated. When you later activate, all pre-added candidates will have their first step scheduled automatically.
**Q: What happens if I deactivate a sequence mid-run?**
All in-progress candidates are paused — not cancelled. Pending scheduled emails are unscheduled and future step timings are cleared, but no candidates are removed. When you re-activate, all paused candidates resume from exactly where they left off.
**Q: When does a sequence automatically stop for a candidate?**
A candidate's sequence is auto-cancelled when: they reply to an email, an interview session is detected for them, a Calendly event is scheduled, or an ATS interview is found. The sequence owner receives a notification when a candidate is stopped.
## Email Sending & Deliverability
**Q: How does email timing and pacing work between steps?**
Each step has its own schedule type: Instant, Specific Time, Next Business Day, or Later. After an email is sent, the system queues the next step based on that step’s configured delay.
Actual send times also take into account the sending controls for the connected mailbox, including the delay between emails and the mailbox’s hourly and daily limits. This means candidate send times may be spaced out or recalculated depending on the mailbox settings and any other sequences using the same mailbox.
**Q: How does the system ensure deliverability and protect my domain?**
Emails are sent from your own [Gmail](/sequences/gmail-for-sequences) or [Outlook](/sequences/outlook-for-sequences) account via OAuth — not a shared platform domain — so deliverability is tied to your own email reputation.
To help protect your mailbox and domain, Metaview applies sending controls at the connected-mailbox level. Each mailbox can have its own daily sending cap, hourly sending cap, and delay between emails. These limits apply across all sequences using that mailbox, helping prevent too many emails from being sent too quickly. Additional safeguards include automatic bounce and reply detection, auto-pause on send failures, and auto-cancel when a candidate has a scheduled interview.
**Q: Can I send sequences on behalf of someone else (e.g., a hiring manager)?**
Yes, you can send on behalf of another user who has connected their email account and granted you permission. Replies land in that person's inbox since the email comes from their mailbox. To see replies yourself, add yourself as CC on steps, or monitor replies in the Sequences UI, which tracks and classifies them automatically.
**Q: Can I see the actual emails that were sent in my email client?**
Yes. All sequence emails appear in the sender's Sent folder (Gmail or Outlook). You can also view the full rendered email content — including per-candidate personalizations — directly in the Sequences UI under each candidate's step details.
**Q: Can I control how many sequence emails are sent from each mailbox?**
Yes. Each connected mailbox has its own sending controls. For every mailbox you connect, you can use Metaview’s default sending controls or set your own daily cap, hourly cap, and delay between emails.
These limits apply across all sequences that use that mailbox, not separately per sequence. For example, if two sequences send emails from the same mailbox, they share that mailbox’s available send times, and Metaview will prioritise the email that was scheduled first.
New mailboxes are given the default sending controls automatically. Existing mailboxes will not have sending controls applied until you open that mailbox’s settings and complete setup.
## Steps & Channels
**Q: What are manual email steps and how do they work?**
Manual email steps let you inject a human touch at key points in an automated sequence. When a candidate reaches a manual step, you review and optionally edit the pre-drafted email, then click `Send Now`. Each manual step has a configurable auto-skip timer — if you don't action it within the set period, it is skipped and the sequence progresses.
**Q: Can I use non-email steps like outreach via phone calls or LinkedIn?**
Yes, sequences support Phone, LinkedIn, and SMS step types. These are currently manual steps — they appear as tasks for you to execute, and the sequence progresses once you mark them done or they auto-skip. Automatic outreach currently only works for email steps with a connected mailbox.
## Adding Candidates
**Q: How do I add candidates via CSV import?**
Go to the Candidates tab of your sequence and use the CSV import option. Your CSV should include columns such as First Name, Last Name, Email Address, and optionally LinkedIn URL. The system uses AI to map your column headers. Tip: if an upload times out with many LinkedIn URLs, try removing the LinkedIn column and uploading with just names and emails.
**Q: Can I link a sourcing search shortlist to a sequence?**
Yes. You can link from the sequence page or from the sourcing search settings. When linked, any shortlisted candidate automatically flows into the sequence. You choose whether to auto-enrich contacts and whether candidates enter live or paused. Existing shortlisted candidates are backfilled.
## Integrations and Data exports
**Q: Can I export a CSV of candidates from a sequence?**
Not currently. The Sequences UI does not have a CSV export option. As a workaround, email addresses are visible in the Email column of the candidates table and can be manually copied.
**Q: Does sequence outreach activity sync back to our ATS?**
Not automatically. The ATS integration is one-directional: ATS events (like a scheduled interview) can trigger sequence cancellations, but outreach data (emails sent, replies, outcomes) is not pushed back to the ATS. As a workaround, you can use your ATS’s BCC address in sequence steps to log emails to candidate records.
## Enrichment Credits
**Q: How do I purchase more credits?**
You can purchase additional credits directly from the [enrichment credits page](https://my.metaview.app/sequences/credits) by clicking `Buy additional credits`**.** Credits are sold in multiples of 100 and are added to your team’s balance immediately.
**Q: When do credits renew?**
Credits renew on the first day of each month. Your renewal date is displayed on the credits page under your usage summary on your account [here](https://my.metaview.app/sequences/credits).
**Q: Do unused credits roll over?**
No. Unused monthly credits expire at the end of each calendar month and do not roll over. Purchased top-up credits remain available for 6 months from the date of purchase.
**Q: Who can use credits?**
Credits are shared across your entire workspace. Any user on your team can use credits to enrich candidate contact details, including email addresses and phone numbers. You can review credit usage by team member on your account [here](https://my.metaview.app/sequences/credits).
**Q: How are credits allocated?**
Each workspace receives a monthly allocation of enrichment credits. If you need more, you can purchase additional top-up credits.
**Q: Will I be charged if contact information isn’t found?**
No. Credits are only consumed when a verified email address or phone number is successfully found. If no contact data is returned, you are not charged.
**Q: Will I be charged to re-enrich the same contact?**
Only if new contact information is found. If a candidate already has the same email address or phone number on file, you won’t be charged again.
**Q: What happens if I run out of credits?**
Enrichment will be disabled once you reach your credit limit. You can purchase additional top-up credits to continue enriching contacts.
**Q: Can I see which email addresses (work vs. personal) are being used?**
Yes. The system shows the type of email (personal, work, or other) for each candidate. If multiple emails are found, you can select which one to use. There is currently no global default — selection is made per candidate.
**Q: I’m on a paid Sourcing subscription — why are my enrichment credits limited?**
Sourcing and enrichment are separate. Your Sourcing subscription covers access to candidate discovery, while enrichment (retrieving email addresses and phone numbers) is an additional, usage-based feature powered by third-party providers. All workspaces receive a limited number of enrichment credits each month, with the option to purchase additional top-up credits if needed.
**Q. Can I get a refund on Enrichment Credits?**
Enrichment Credits are **non-refundable**, including if they are unused, if you choose not to contact someone using the enriched details, or if the results are not what you expected. Free or promotional credits are also not reinstated once used.
Enrichment Credits are shared across your team and can be used by anyone in your workspace. Purchased top-up credits remain available for 6 months from the date of purchase. If you are unsure whether enrichment is right for you, you can purchase a small bundle first before committing to a larger amount.
An Enrichment Credit is spent as soon as a requested email address or phone number is found. Metaview applies quality filters, but enrichment involves a tradeoff between coverage and accuracy, so we cannot guarantee that every contact detail will always be accurate, deliverable, or result in a response.
# Sequences Settings
Source: https://support.metaview.ai/sequences/sequences-settings
Configure how your outreach sequences send and stop
You can manage your sequence preferences from [Sequences Settings](https://my.metaview.app/sequences?settings=sequences). These settings control who can send on your behalf, how emails are formatted, and when sequences automatically stop for a candidate.
## Add a mailbox
Click `Add mailbox` to connect your work [Gmail](/sequences/gmail-for-sequences) or [Outlook](/sequences/outlook-for-sequences) based email provider and enable them for sequence outreach. You can connect more than one mailbox and set Sending controls, Proxy Sender Permissions and Signature for each one.
## WhatsApp
Click `Connect` to start using WhatsApp messages in your outreach sequences. You will be guided to a simple self-serve flow where you can use a pairing code or QR code. If you change your mind, you can disconnect your WhatsApp from Metaview by simply clicking `Remove`.
## Automatic Bcc
You can add a Bcc email address to every sequence email you send — for example, an ATS maildrop address to automatically log outreach in your applicant tracking system. Enter the address in the field and click `Add Bcc`.
## Stop Sequence on Metaview Session Scheduled
When `enabled`, a candidate's active sequence will automatically stop as soon as a Metaview session (e.g. an interview) is scheduled with them. This prevents candidates from receiving further outreach emails once they've progressed to the interview stage.
## **Stop Sequence for candidates already in your ATS**
When `enabled`, any candidate added to a sequence who matches a record in your ATS will have their sequence stopped immediately. A grey "Already in ATS" pill appears on the candidate row so recruiters can see exactly why the sequence was cancelled.
## **Post Sequence steps to your ATS**
When `enabled`, Metaview posts sequence activity to the matched ATS candidate record, so recruiters can review outreach directly in their ATS. This applies only to activity from the point the setting is enabled. It does not post historical activity retroactively.
## Stop on Calendly Event Scheduled
When `enabled`, a candidate's active sequence will automatically stop when a Calendly event is scheduled with them. This works similarly to the Metaview session setting above, but is triggered by Calendly scheduling activity instead.
Stop conditions can be enabled at the same time. A sequence will stop as soon as any of the conditions is met.
## Sending controls
You can manage how quickly emails are sent from each connected mailbox. For each mailbox you have connected, you can use Metaview’s default limits or set your own daily cap, hourly cap, and delay between emails. These limits apply per mailbox across all sequences, so if multiple sequences use the same mailbox, they will share the available send times.
# Slack
Source: https://support.metaview.ai/slack
Receive Notes and Sourcing notifications and continue supported Sourcing workflows in Slack.
Connect Metaview to Slack to get a direct message the moment your Notes are ready or a Sourcing search needs you, and to run Sourcing searches from a Slack thread without keeping Metaview open.
This is the native Slack integration. It is separate from [Slack via Zapier](/integrations/zapier-integrations/slack), which posts completed meeting summaries into a channel — see [the comparison below](#native-slack-integration-vs-slack-via-zapier) if you are deciding between them.
## How the connection works
Slack is connected **once for your whole Metaview workspace**, not once per person.
One person authorizes the Metaview Slack app. Metaview then matches each Metaview user to their Slack account by email address and sends notifications through that shared connection. Everyone else simply chooses their own notification preferences in [Personal Settings](/account-management/personal-settings) — they never grant separate Slack access.
Notes and Sourcing use the same Slack app, so a single connection covers both.
## Connect Slack
Any active member of your Metaview workspace can do this:
1. Select `Settings` near the bottom of the Metaview sidebar.
2. Open `Integrations`.
3. Find Slack and select `Connect Slack`.
4. Review the permissions Slack asks you to approve, then select `Allow`.
Once connected, everyone in the workspace should see Slack as connected, and Sourcing notifications are enabled by default. You can change your own preferences in [Personal Settings](/account-management/personal-settings).
Metaview does not require a Metaview admin. Your Slack workspace's own app policy still applies: if members are allowed to install apps, any member can connect it; if app approval is restricted, a Slack admin has to approve or install it.
## Disconnect Slack
Select `Disconnect Slack` from the same Integrations page.
Disconnecting applies to the whole workspace. It stops Notes and Sourcing notifications and removes Slack-based Sourcing access for everyone, not just the person who disconnects.
Disconnecting the native integration does not affect [Slack via Zapier](/integrations/zapier-integrations/slack). Zaps that post to a Slack channel keep running.
## What Metaview can access in Slack
Slack permissions are granular: an app has no access beyond the scopes granted to it at install. The grant is **workspace-wide and made once**, at the point of installation — it is not renewed or narrowed per user.
These are the permissions shown on Slack's approval screen. They are granted as a single set — Slack does not let you approve them individually.
| Scope | What it lets Metaview do |
| - | - |
| `users:read` | Look up who is in your workspace, to resolve a person to their Slack user ID |
| `users:read.email` | Read workspace email addresses, so a Metaview account can be matched to the right Slack account. Slack requires this alongside `users:read` |
| `im:write` | Open a direct message with a person, which Slack requires before anything can be sent to them |
| `chat:write` | Send messages as the Metaview app |
| `im:history` | Read messages in the app's own direct messages, so the Sourcing agent can see your replies |
| `channels:history` | Read messages in **public channels the app has been added to**, so a search can run in a channel |
| `groups:history` | The same, for **private channels the app has been added to** |
| `app_mentions:read` | See when you mention the app, so you can start or steer a search from a channel |
| `files:read` | Open files shared in conversations the app has been added to, such as a job description you attach to a search |
| `assistant:write` | Run the Sourcing agent on Slack's assistant surface |
**Message history is not workspace-wide.** The `channels:history` and `groups:history` scopes cover only channels the Metaview app has been added to, and `im:history` covers only the app's own direct messages. Metaview cannot read channels the app is not in, and cannot read direct messages between other people.
These are standard, granular Slack scopes for an app that identifies people by email, sends them direct messages, and takes part in threads it is invited to. Sending notifications uses only `users:read`, `users:read.email`, `im:write`, and `chat:write` — none of which can read messages. The rest support Sourcing conversations in Slack.
You only ever receive notifications about conversations and searches you already have access to in Metaview.
## Notes notifications
When enabled for your workspace, Metaview sends you a Slack notification after your call has been transcribed and its Notes summary is ready.
This needs three things: an active Slack connection, the workspace-level setting enabled, and your own **Receive summary notifications in Slack** preference enabled. Both settings are on by default. You also need a Slack account whose email matches your Metaview account.
## Sourcing in Slack
You can use Slack to:
* Start or continue a Sourcing search.
* Respond when the Sourcing agent needs input.
* Continue a Sourcing conversation from its Slack thread.
* Attach job descriptions or other relevant files.
* Receive a notification when results are ready.
* Open the full search and Candidate Pack in Metaview.
For instructions and best practices, see the [Sourcing Guide](/guides/tutorials/sourcing-guide).
**Receive Sourcing notifications in Slack** controls notifications for searches you create in the Metaview web app. It does not silence a search you deliberately started in Slack, because Slack is that search's primary surface.
## Native Slack integration vs Slack via Zapier
* **Native Slack integration:** sends personal Notes-ready and Sourcing notifications and supports Sourcing conversations in Slack.
* **Slack via Zapier:** posts completed meeting summaries or selected fields into a Slack channel as part of a Zap.
You can use either integration or both. See [Slack via Zapier](/integrations/zapier-integrations/slack) for channel-posting setup.
# Sourcing Overview
Source: https://support.metaview.ai/sourcing/overview
Use the Sourcing Agent to find candidates in minutes.
[Sourcing](https://my.metaview.app/sourcing) is Metaview’s AI‑powered sourcing agent that helps you find candidates for any role. You describe what you’re looking for and Metaview will help you source matching candidates.
Matches reflect alignment with the Ideal Candidate Profile you approve, not a judgment about candidate quality. Every decision about who to review, contact, or progress stays with you — see [Best practices for Sourcing](/sourcing/sourcing-best-practices).
## How Sourcing Works
1. **Describe the candidate you want**
To start a search, open Metaview, click `Sourcing` in the sidebar, and type what you're looking for in plain English. You can also use the `mic` button to dictate your search criteria instead of typing.
![Sourcing Start Redesign]()
**Example**: “Product engineer with 5+ years of experience, based in San Francisco, big tech background, strong Python.”
2. **Add documents**
To make your search more precise, you can also attach a job description or other role documents. This step is optional, but we recommend it — the extra context helps Metaview generate a more complete and accurate Candidate Profile, so you can move faster through setup. Click the `📎` (paperclip) to select documents to upload, or paste them directly in the chat window.
3. **Refine the Candidate Profile**
Using your prompt and any attached documents, Metaview will generate a **draft** Ideal Candidate Profile (ICP) that summarizes the key role requirements (experience, skills, etc). Review and refine it, and once it looks right, click `Accept` to start sourcing candidates.
Every version of the ICP is kept. Open `ICP versions` in the search header to read earlier versions and see how many candidates each one surfaced, and how many of those you accepted or rejected — useful for seeing which refinement actually improved the results.
4. **Run your sourcing search**
Once you approve the Candidate Profile, Instant Matches may appear right away while Metaview continues a more detailed search in the background. Within a few minutes, you’ll receive tailored Agentic Matches in a Candidate Pack, including links to external profiles where available. You can also configure email and Slack notifications to let you know when the search is complete.
5. **Review and provide feedback to refine results**
As you review, mark candidates as `Yes`/ ` Maybe`/ `No` and add feedback. After a few ratings, you can refine the search and Metaview will adjust results to match your preferences. If you want to change your search criteria, you can also edit or delete a previous message. Metaview will re-run the search from that point in the conversation.
Working through a Candidate Pack:
* Candidates arrive in numbered batches of Agentic Matches. Use the breadcrumb at the top to look at `All` of them together or one batch at a time — the review tabs below it count whatever you've selected.
* Use the review tabs to focus on **All**, **Unreviewed**, **Yes**, **Maybe**, or **No**, and switch between **table**, **card**, and **profile** views. In table view you can show current job title, location, current company, education, overview, and any AI-generated columns, and sort by any of them.
* Press `Y`, `M`, or `N` to record a decision and `J` or `K` to move between candidates, so you can work through a pack without leaving the keyboard.
* Metaview tells you how much feedback it still needs before it can recalibrate — a banner reads `Review N more candidates to recalibrate`. Once you've reviewed enough, `Refine search` becomes available and the agent re-runs the search using the decisions you've just made.
* Select candidates to reveal bulk actions — `Review` to mark them all `Yes`, `Maybe`, or `No`, plus `Add to sequence`, `Find contacts`, and send to your connected ATS. `Select all` acts on the current result set.
Want to get better results faster? Read the [Sourcing Guide](/guides/tutorials/sourcing-guide) and for ICP best practices, calibration tips, and advanced prompting. Also, you can join our bi-weekly 30-min live training for new users and learn the habits that make the biggest difference. **[Register here](https://www.metaview.ai/resources/sourcing-live)!**
6. **Enrich contact details for potential candidates**
Candidate profiles provided through Sourcing include professional information and may contain links to publicly available public professional profiles or to the candidate’s profile in your ATS, where available. Metaview also offers an optional contact enrichment feature, powered by third-party providers. This allows you to retrieve additional email and phone contact details to support your outreach. Our standard Sourcing subscriptions include a limited number of free enrichment credits, with the option to easily purchase more as needed. See [here](/sequences/enrichment-credits) for details.
7. **Reach out to potential candidates**
Once you've identified the right people and enriched profiles with contact details, you can contact them directly from Metaview using [Sequences](/sequences/overview). Select the candidates you want to reach out to from your Candidate Pack and click `Add to sequence` in the bottom right corner.
To keep a search and a sequence connected so future `Yes` candidates are enrolled automatically, see [Sourcing to Sequences](/sourcing/sourcing-to-sequences).
## Other Ways to Kick Off a Search
These options help you jump into sourcing with less setup by generating the starting context automatically based on existing calls you have captured on Metaview.
* **From a role intake call:** If Metaview is present on a role intake call, it can use the call transcript to draft the initial search and generate candidates based on the discussion.
* **Find candidates similar to someone you just interviewed:** Open any interview and click `Find similar candidates` to source more profiles like the person you just spoke to.
![Sourcing Find Similar Candidates]( "Sourcing Find Similar Candidates")
## Workflow improvements
These features help you move faster, reuse context, and keep sourcing connected to your workflow.
* **Collaborate with your team:** Add comments directly on candidate profiles so your team’s feedback, decisions, and reasoning stay in one place. `@mention` teammates to bring them into the search (they’ll receive your comment by email), or tag `@Metaview` to ask questions about the candidate's profile and use team feedback to refine the search.
* **Use Sourcing in Slack:** Start or continue sourcing searches from Slack, receive updates when the agent needs input or results are ready, and jump back into Metaview for full candidate review. See [Slack](/slack) and the [Sourcing Guide](/guides/tutorials/sourcing-guide) for setup and best practices.
* **Personal and Workspace Knowledge:** Save and reuse sourcing preferences so you don’t have to rewrite the same instructions every time. Click the `📖 (book)` icon to add new knowledge for yourself or for your workspace (so your whole team can reuse it), and enable/disable knowledge items for any specific search.
* **Add candidates to your ATS:** Once you’ve shortlisted candidates, push them directly into your ATS to stay organized.
* **Check company context with PitchBook:** Connect your firm's PitchBook API key so the agent can cross-reference candidate employers' ownership, investors and deal history. See [PitchBook setup and credit usage](/integrations/pitchbook).
* **Schedule search reruns:** Automatically rerun a search daily, weekly, monthly, or quarterly to find new candidates and refresh existing results (only available on Max and Enterprise Sourcing plans). Set the cadence from `Schedule` in the search header, or choose `Never` to remove an existing schedule.
* **Expand your search to your existing applicant pool:** Expand your searches to include candidates already in your ATS and within your Metaview workspace. When enabled, your searches can surface “CV-invisible” insights from interviews — like motivations, career goals, and preferences.
* **Exclude candidates you’ve already seen or contacted:** Use the `Exclusions` menu to prevent candidates from appearing in your results if they were seen in a previous search, are already in your connected ATS, were contacted in a sequence, or recently changed jobs. You can also ask the agent to apply these exclusions in plain language. Exclusions apply only to the current search, so you can use different settings for different roles.
* **Organize, Find and Share agent sessions**: Click the History panel on the left to expand it and access your past Sourcing and Research agent sessions. Use the search field to quickly find a session, then click the `...` (three dots) menu to manage it. From there, you can `Pin`, `Rename`, `Delete`, or `Share` the session. To learn more about sharing with colleagues and collaborators in Metaview, see our [Sharing](/notes/share-and-export) functionality.
* **Use through MCP:** Connect Metaview to an MCP-compatible AI tool, such as Claude or Cursor, to run sourcing workflows from your AI assistant. You can manage searches, review surfaced candidates, give feedback, and ask sourcing reporting questions in plain English. See [here](/integrations/mcp-integration/mcp-overview) for details.
* **Research mode:** Use `Research` mode when you want to understand the market — for example role trends, hiring flows, or employer growth. It uses structured prompts and returns tables, charts, profiles, or reports.
* **Export candidate packs:** Download Candidate Packs as a CSV for use in other outreach workflows. You can choose to include only candidates with emails and optionally enrich missing emails before exporting.
* **Create Application Reviews from a sourcing search:** Move from Sourcing into inbound application reviews faster. When Metaview detects a matching ATS role without an [Application Review](/application-review/overview), it can help you create one using your Sourcing ICP added as context.
## Where Does the Candidate Data Come From?
Metaview helps you source candidates by providing candidate profile data from vetted third-party providers with broad global coverage. Candidate profiles are built from publicly available professional information such as job titles, work history, education, and skills. We review provider coverage and data quality on an ongoing basis.
If you connect a supported ATS (see list below) and enable it for search, Metaview can also surface relevant candidates from your own ATS alongside external results. These candidates will be clearly marked with an ATS icon and linked to their existing profile. This can help you rediscover candidates who have previously applied or were considered for other roles, but may be a strong fit for your current needs.
* [Abacus Umantis](/integrations/ats-integrations/abacusumantis)
* [Ashby](/integrations/ats-integrations/ashby)
* [Atlas](/integrations/ats-integrations/atlas)
* [BambooHR](/integrations/ats-integrations/bamboohr)
* [Bullhorn](/integrations/ats-integrations/bullhorn)
* [Carerix](/integrations/ats-integrations/carerix)
* [Clockwork](/integrations/ats-integrations/clockwork)
* [Crelate](/integrations/ats-integrations/crelate)
* [Eploy](/integrations/ats-integrations/eploy)
* [Ezekia](/integrations/ats-integrations/ezekia)
* [Gem ATS](/integrations/ats-integrations/gem-ats)
* [Greenhouse](/integrations/ats-integrations/greenhouse)
* [iCIMS](/integrations/ats-integrations/icims)
* [JobAdder](/integrations/ats-integrations/jobadder)
* [JobDiva](/integrations/ats-integrations/jobdiva)
* [Jobvite](/integrations/ats-integrations/jobvite)
* [Kula](/integrations/ats-integrations/kula)
* [Lever](/integrations/ats-integrations/lever)
* [Loxo](/integrations/ats-integrations/loxo)
* [Manatal](/integrations/ats-integrations/manatal)
* [Oracle Recruiting Cloud](/integrations/ats-integrations/oracle-recruiting-cloud)
* [OTYS](/integrations/ats-integrations/otys)
* [Pinpoint](/integrations/ats-integrations/pinpoint)
* [Recruit CRM](/integrations/ats-integrations/recruitcrm)
* [Recruitee](/integrations/ats-integrations/recruitee)
* [Recruiterflow](/integrations/ats-integrations/recruiterflow)
* [SAP SuccessFactors](/integrations/ats-integrations/sap-successfactors)
* [SmartRecruiters](/integrations/ats-integrations/smartrecruiters)
* [Stardex](/integrations/ats-integrations/stardex)
* [Teamtailor](/integrations/ats-integrations/teamtailor)
* [Thrive Legacy](/integrations/ats-integrations/thrive)
* [TrackerRMS](/integrations/ats-integrations/trackerrms)
* [UKG Pro](/integrations/ats-integrations/ukg-pro)
* [Workable](/integrations/ats-integrations/workable)
* [Workday](/integrations/ats-integrations/workday)
* [Zoho Recruit](/integrations/ats-integrations/zoho-recruit)
We suggest ensuring you have an appropriate legal basis for sourcing, that your privacy notice covers candidate sourcing, and that your first outreach includes a short disclosure explaining how you found the candidate and how they can exercise their rights, such as requesting deletion or opting out of future contact. This helps you meet common privacy expectations across jurisdictions and keeps your outreach transparent.
## Troubleshooting
### I'm blocked from running searches or seeing candidates
You may be on a **Free** (trial) Sourcing seat. Free seats have restricted access, including caps on the number of searches you can run and the candidates you can view. If you need unlimited access, you can upgrade to a **Pro** or **Max** Sourcing seat.
![Sourcing Upgrade]()
For up-to-date pricing plans, please see [https://www.metaview.ai/pricing](https://www.metaview.ai/pricing)
### I'm prompted to upgrade, but I've already paid
If you’re seeing an upgrade prompt even though your team has purchased sourcing, it usually means a paid sourcing seat hasn’t been assigned to your account yet, or you have reached your monthly search limit on the **Pro** subscription. Purchased sourcing seats aren’t automatically tied to a specific person — your team admin assigns them to individual users and can reassign them at any time as team needs change. To get unlimited access, check with your team admin to confirm that you’ve been assigned a **Max** sourcing subscription. For more details, see [Managing your team](/account-management/managing-your-team).
### Where can I see sourcing usage and seat assignments?
You can see sourcing usage and seat assignment on the [Team Management](/account-management/managing-your-team).
![Team Management View]()
### I hit a limit even though I’m on a Max (paid) Sourcing seat
If you’re on a Max sourcing seat and hit a limit, don’t worry — this usually just means you’ve reached the maximum length for a single search or chat. To keep going, simply copy the most recent Ideal Candidate Profile (ICP), start a new search, and paste the ICP into the new conversation. You can then continue refining and sourcing from there without losing your progress.
### How do Sourcing credits work?
Sourcing credits are used when you find candidate profiles through Sourcing. Metaview uses professional profile data to help surface candidates who may be a good fit for your approved Ideal Candidate Profile. While we apply quality filters and use your feedback to improve results, some candidates may occasionally be unavailable, outdated, duplicated, incorrectly matched, or not suitable for the role. For this reason, sourcing credits are **non-refundable** once used.
Free trial and entry-level Sourcing subscriptions include a limit on the number of candidates you can source. Sourcing credits on the free plan do not refresh. Pro plan sourcing credits refresh every calendar month, but unused credits do not roll over. If you’re on the Max plan, you can run unlimited monthly searches and source unlimited candidates.
Sourcing credits are separate from [enrichment credits](/sequences/enrichment-credits). Sourcing credits help you find candidate profiles, while enrichment credits let you unlock additional contact details (email addresses or phone numbers) for outreach. Every workspace includes a limited number of complimentary enrichment credits, and top-ups are available if you need more. Please see [here](/sequences/enrichment-credits) for more details.
### Why am I seeing candidates before the search has finished?
These are Instant matches. They appear as soon as you approve the Candidate Profile, giving you an early set of candidates to review while Metaview continues the full search in the background. Instant matches are useful for quickly checking whether the search is headed in the right direction. They’re based on the core filters in your brief, such as location, role, seniority, company, and industry, and they’re free to review.
Because they’re only a quick first pass, some candidates may be less relevant than the final results. They haven’t been fully tailored yet. Once the full search is complete, Metaview will show the final reviewed Agentic Matches in a candidate pack. Only completed Agentic matches count toward Sourcing credits.
### How long do searches take?
Searches often take a few minutes, but may take longer depending on the complexity of the role, the search criteria, and the amount of research needed. While the full search runs, you may see Instant matches first — these give you an early set of profiles to review before the final sourced list is ready.
### Do I need to stay on the page while the full search runs?
No. Once you approve the Candidate Profile, Metaview will continue running the search in the background. You can leave the page or close the tab and come back to the search later from your Sourcing history. You’ll also receive an email notification when the full search is complete.
# Sourcing Guidance
Source: https://support.metaview.ai/sourcing/sourcing-best-practices
Using Sourcing responsibly and effectively in your hiring process.
Metaview's Sourcing Agent helps you find high-fit candidates faster by searching a database of professional profile data sourced from publicly available professional profiles and licensed from professional data providers, and surfacing the profiles that most closely match your requirements. It reduces the time you spend on manual sourcing — but you remain in full control of who to contact, how to engage them, and every hiring decision that follows. This guide outlines best practices for using Sourcing responsibly and effectively.
## Overview
Sourcing is designed to assist, not replace, your recruiting judgment.
* You describe the role you're hiring for — through job descriptions, verbal briefs, or calibration on existing candidates.
* Metaview's AI generates an Ideal Candidate Profile (ICP) based on your input, which is presented to you for review and approval before any search is run. You can edit, override, add, or remove any criteria in the ICP.
* The Sourcing agent searches the candidate database to identify people who may be a good fit, and returns a set of candidate profiles that you can sort, search, and filter however you like.
* You independently review the results and decide who to contact and how to proceed.
Metaview Sourcing **does not:**
* Make hiring decisions or recommendations about who to hire.
* Automatically contact, progress, or reject any candidate.
* Recommend specific actions to take on any candidate.
* Use protected characteristics when matching or surfacing candidates.
* Replace your team's independent evaluation of candidates.
## Defining your search criteria
The quality of your sourcing results depends on the clarity of your inputs. When you describe what you're looking for, Metaview generates a structured Ideal Candidate Profile (ICP) that breaks your requirements into clear sections — must-have qualifications, nice-to-haves, target companies, and anti-patterns. This structure is designed so you can see exactly what the search will look for, and which criteria are treated as essential rather than desirable, before it runs.
You review and approve the ICP before any search is executed, and can edit any part of it. Best practice guidelines for search criteria:
* **Be specific about what matters for the role.** Include relevant skills, experience levels, and role-specific requirements rather than broad or vague descriptions.
* **Focus on job-related qualifications.** Keep your criteria centered on professional attributes like skills, experience, career history, and location relevance.
* **Calibrate when possible.** Use existing strong candidates or profiles as calibration examples to help the AI understand what "good" looks like for this specific role.
* **Iterate and refine.** If initial results aren't quite right, adjust your criteria. Calibration feedback refines results within your current search session.
* **Avoid criteria that could introduce bias.** Do not include references to protected characteristics such as age, gender, ethnicity, disability, or other non-job-related personal attributes in your search requirements.
If your initial results feel too broad, narrow your criteria by adding required skills, seniority bands, or industry context. If they feel too narrow, remove overly restrictive requirements and recalibrate with a few example profiles.
## Reviewing and acting on results
Every list of candidates Metaview surfaces is a starting point for your review — not a final answer. A candidate appears because their profile matches the requirements you've set, but your judgment is what determines who moves forward.
When reviewing your results, you can:
* **Evaluate candidates independently.** Read each profile on its own merits rather than treating the order results appear in as an assessment of the person. Assess fit based on the full context of the role.
* **Use the results as one input among several.** Combine Sourcing results with other sourcing channels, referrals, inbound applications, and your own research.
* **Look beyond the most obvious matches.** Matching is pattern matching against the criteria you set — it may not capture every dimension of what makes a great hire, so give less obvious profiles a proper read.
* **Document your reasoning.** When you decide to progress or pass on a candidate, note why. This supports fair, consistent decision-making across your team.
All downstream decisions — including whether to contact a candidate, schedule an interview, add them to your ATS, or extend an offer — are made entirely by you and your hiring team. Metaview's role ends at surfacing candidates for you to review.
Matches indicate relevance to your stated criteria — not overall candidate quality. Always assess candidates against the full scope of role requirements and team needs.
## Candidate outreach
When you reach out to candidates, your organisation is the data controller for that outreach. If you request contact details (email address or phone number) for a candidate, these are obtained on your behalf from contact enrichment services — they are not part of the candidate's original profile data.
Two things to include in every outreach communication:
* **Link to your organisation's privacy policy.** This lets candidates know how their data is being used and what their rights are.
* **Provide candidates with an opt-out.** Give candidates a simple way to tell you they don't want to be contacted, and honour those requests promptly.
If a candidate asks not to be contacted, that is your responsibility to action — Metaview provides the tooling, but managing outreach preferences sits with your team.
With [Sequences](/sequences/overview), you can save a reusable privacy footer in your template. This helps ensure every first outreach message includes a link to your candidate privacy notice and a simple way for candidates to opt out, without having to add it manually each time.
![Outreach Example Sequences]()
Here is an example template you can use as a starting point.
Hi `{{Candidate first name}}`,
`{{a one-sentence opener specific to this candidate, referencing a detail from their recent work — warm and specific, no generic flattery}}`
I’m \[Your name], and I’m recruiting for a \[Role] at \[Company]. \[one sentence: what the company does + one credibility anchor. e.g. “a Series B team building X, backed by Y”]. It’s a role where you’d \[ownership / impact]. `{{one sentence linking this candidate's specific experience or skills to what this role needs}}`
\[Your ask: one sentence inviting a conversation. e.g. “Would you be open to a quick call this week? Happy to share the full brief — and no pressure if the timing’s off.“]
I found your profile via a professional sourcing service — you can read how we handle your data here: \[link to your candidate privacy notice]. If you'd rather not hear from us, just let me know and I'll make sure you're removed.
\[Your name]
## Data sources
The Sourcing agent searches a database of professional profile information — such as career history, skills, professional experience, and education — sourced from publicly available professional profiles and licensed from professional data providers. Metaview maintains this data under its own [privacy policy](https://www.metaview.ai/privacy-policy).
Where you take action within the platform — saving candidates, adding notes, requesting contact details, or initiating outreach — Metaview processes that activity on your instruction under your data processing agreement. All activities you take on presented candidates — reviewing candidates, reaching out, and making hiring decisions — are entirely within your organisation's control.
## Fairness and bias testing
Metaview operates a bias testing programme to identify and reduce the risk of demographic bias in search results. This includes testing before each model deployment and ongoing monitoring of live outputs. The programme evaluates the model's own matching behaviour — whether it introduces or amplifies disparity when executing a search against a given set of criteria. The criteria you choose to include in your ICP are your responsibility.
## Privacy considerations
Metaview has designed its Sourcing product to comply with applicable data protection and AI regulations, including emerging AI governance frameworks. However, regulations vary by jurisdiction and your organisation should seek independent legal advice for your specific regulatory obligations and use cases.
## You're always in control
Sourcing is designed to make your sourcing faster and more effective while keeping you firmly in control. The AI searches and surfaces — you decide and act. No candidate is contacted, progressed, or rejected without a human making that choice.
By combining AI-powered sourcing with your professional judgment and responsible outreach practices, you can build stronger pipelines while ensuring that every step of the process is fair, transparent, and human-led.
# Sourcing to Sequences
Source: https://support.metaview.ai/sourcing/sourcing-to-sequences
Add candidates from a Sourcing search into a Sequence, once or on an ongoing basis.
Move candidates from [Sourcing](/sourcing/overview) into a [Sequence](/sequences/overview) two ways: add a selection once, or connect a search so future `Yes` candidates are enrolled automatically.
## Add selected candidates once
Open the search and go to **Candidates**.
Select the candidates you want to reach out to.
Choose `Add to sequence`, then pick an existing sequence, `Create new sequence`, or `Generate a new sequence`.
Check the candidate list, then select `Save and add to sequence`.
Candidates already in the target sequence are disabled and skipped. Adding a candidate from Sourcing records a `Yes` decision for them.
## Connect a search to a sequence
Connecting is for when you want the flow to continue without you returning to it — every future `Yes` in that search enters the sequence. You can set it up from either side, and the difference matters:
| Start from | What it does |
| - | - |
| **The search** — `Connect sequence` in the search header | Adds candidates as you shortlist them, so it applies to future `Yes` decisions only. It does **not** backfill candidates you'd already rated. |
| **The sequence** — **Candidates** › `Connect search` | Walks through `Select searches`, `Confirm candidates`, and `Review connection details`, and offers existing `Yes` candidates for backfill as well as enrolling future ones. |
`Maybe` candidates are never enrolled automatically, from either direction.
Connecting a search creates an ongoing enrollment rule, not a one-time action. Disconnect it when you no longer want future `Yes` candidates added.
## Before anything sends
Enrollment follows the sequence's own candidate pause and contact lookup settings. A sequence generated from a search starts **disabled**, and candidates added this way start **paused** — so you can review the steps, sender, contact details, and personalized content before a single message goes out.
Every first-touch sequence needs a link to your candidate privacy notice and a simple opt-out, saved as fixed text in the template rather than generated per candidate. See [Best practices for Sourcing](/sourcing/sourcing-best-practices) and [Sequences](/sequences/overview).
# Building Reply-Worthy Outreach
Source: https://support.metaview.ai/webinar-building-sequences
Learn how to create personalized recruiting outreach that stands out and earns more candidate replies.
Recruiters have a candidate reply problem. In the age of AI-generated outreach, candidate inboxes are flooded with generic messages. Sending more emails does not necessarily lead to more replies.
In this recorded webinar, we show you how to build outreach that candidates actually want to respond to. You’ll see how [Sequences](/sequences/overview) creates highly personalized outreach at scale, helping recruiters stand out without spending hours writing every message by hand.
**Want more Sourcing tips like this?** Join our live 30-minute Sourcing training every other Wednesday. We cover practical workflows and habits that help you get better results from Metaview Sourcing. [Register for an upcoming session →](https://www.metaview.ai/resources/sourcing-live)
The most-asked question in the chat: see [here](/sequences/linked-in-for-sequences) how to easily complete LinkedIn actions in your sequence.
Everything covered in the webinar above can be done in [Metaview Sequences](/sequences/overview). It’s free to create an account and your first sequence takes about five minutes *(you watched me do it)*. If you'd rather see it applied to your exact roles, [book a demo](https://www.metaview.ai/demo) and we'll build one together.
# The Talent Map Method
Source: https://support.metaview.ai/webinar-talent-map-method
Calibrate a role once, save it to your Metaview knowledge, and reuse it on every search for that role.
Most searches start from a job description and a guess. The Talent Map Method starts from evidence: you spend ten minutes calibrating the role once, save the result to your Metaview knowledge, and every search for that role runs against it from then on.
Everything built live in the webinar is below — the prompt used to kick off calibration, and how to get the output into your own workspace.
**Want more Sourcing tips like this?** Join our live 30-minute Sourcing training every other Wednesday. We cover practical workflows and habits that help you get better results from Metaview Sourcing. [Register for an upcoming session →](https://www.metaview.ai/resources/sourcing-live)
**Ten minutes, once per role.** The calibration step is the investment; after that it's reusable context your whole team can search against.
## The prompts
Both prompts from the session live in the [Prompt Library](/guides/prompt-library#4-deep-research), under **Deep Research**:
Builds deep role context — what the work is, what strong evidence looks like, what looks right but isn't, and where this talent sits.
Maps your existing team into feeder companies, tenure patterns and career-path shapes — a description of how the team was actually hired.
Copy either one, paste it into the Sourcing agent, and fill in the blanks with your own role context.
Both prompts are calibration, not search. They deliberately return **no candidate profiles and no ICP** until you approve the findings — and they stop and ask before saving anything. That gate is the point: you review the evidence, then decide what becomes reusable context.
## Building your Talent Map
Here's a quick step-by-step recap of how to run your talent map calibration in Metaview, then save it to your Metaview knowledge for repeat use.
In Metaview Sourcing, click **Knowledge** (the book icon).
**Personal** is visible only to you. **Workspace** is visible to your whole team.
Click `Add New`.
**When to use:** `Use this when calibration is requested`
**What to do:** paste in the entire prompt — [4.1 Calibration Context Kickoff](/guides/prompt-library#41--calibration-context-kickoff) from the Prompt Library.
Press `Create`.
In a new search, type `Let's calibrate:` followed by your role context. Metaview guides you from there.
**Real evidence beats a well-built prompt every time.** When calibrating, add your Metaview conversations too — the kick-off call, feedback sessions, your hiring rubric. The more context the agent has to work from, the more closely the output will match what you actually need.
## Using your Talent Map to source
Once you've built the map, save it as context so the agent searches against it directly.
In Metaview Sourcing, click **Knowledge** (the book icon).
**Personal** or **Workspace**, as before.
Click `Add New`.
**When to use:** `Use this when searching for [role]`
Use the actual role you built the map for — that title is what triggers this context later.
**What to do:** paste in the entire Talent Map output.
Press `Create`. In a new search, kick off with the same role title: `Source candidates for [role]`.
A saved Talent Map is your stated criteria, written down and reused. Results still reflect alignment with those criteria rather than a judgment about candidate quality, and every decision about who to review or contact stays with you — see [Best practices for Sourcing](/sourcing/sourcing-best-practices).
## Where to go next
Both calibration prompts, plus prompts for Notetaker, Sequences and Reports.
The Sourcing task for mapping a target company's org and talent distribution.
Sizing a talent market before you spend a day sourcing.
Everything above runs in [Metaview Sourcing](/sourcing/overview). If you'd rather see it applied to your exact roles, [book a demo](https://www.metaview.ai/demo) and we'll build one together.
# Workday Browser Extension
Source: https://support.metaview.ai/workday-browser-extension
Metaview helps you complete Workday interview feedback by autofilling objective questions using your interview conversations.
**Before you start**
Install the [Metaview browser extension](https://support.metaview.ai/about-browser-extension) and sign in with your Metaview account. Your workspace must be connected to Workday. If the integration hasn’t been set up, ask your workspace administrator to follow the [Workday integration guide](https://support.metaview.ai/integrations/ats-integrations/workday).
Open Workday and click the Metaview icon in your browser toolbar to open the side panel. On first use, you’ll see a prompt to allow Metaview to autofill interview feedback in Workday. Click `Allow` and approve the browser’s permission request.
![Screenshot 2026 10 07 At 3 31 05 Pm]( "Screenshot 2026 10 07 At 3 31 05 Pm")
**Open your interview feedback task in Workday**
Open the `Give Interview Feedback` task for the interview you want to complete. Once you’ve allowed Workday access, you’ll see a Metaview banner on the editable feedback form. This is where you select the conversation and start autofill.
The browser extension only works on editable `Give Interview Feedback` tasks. It does not autofill other Workday pages or read-only feedback forms. Make sure you have opened a task where you can still enter feedback.
**Pick your conversation**
In the Metaview banner, click `Pick a conversation from Metaview` to open the side panel. Browse your conversations or use `Search` to find the relevant interview. Check that you’ve selected the conversation for the candidate and interview you’re writing feedback about.
**Click Autofill with Metaview**
Click `Autofill with Metaview` on the feedback form. Metaview uses the questions in your form and information from your selected conversation to draft objective answers, such as a summary of the candidate’s experience, skills, or technologies discussed.
![Screenshot 2026 09 09 At 12 16 53 1]( "Screenshot 2026 09 09 At 12 16 53 1")
Questions that require your personal judgement are left for you to complete. A question may also remain blank if the conversation doesn’t contain enough relevant information.
Your existing answers are preserved. If a multiline feedback field already contains text, Metaview adds its generated content below that text, separated by a divider. Existing selections and single-line answers are left unchanged.
**Review, personalize, and submit**
Read through each autofilled answer and edit it as needed. Complete any remaining questions, select your `Overall Rating`, and add your evaluation and hiring recommendation.
Metaview doesn’t fill in `Overall Rating`, so be sure to select it yourself before submitting your feedback.
When you’re ready, save or submit the feedback using Workday’s controls. Autofill adds content to the form; it does not save or submit the feedback for you.