Phone Calls

Plenty of interviews happen over the phone rather than on video: recruiter screens, first conversations, and high-volume outreach. Metaview captures these too, with the same notes and transcripts you get from a video call. Getting set up works differently from a video conference, where Metaview joins a meeting link. For phone calls you register your own outbound number once, whether that is a landline, mobile, or VoIP line. That takes a few minutes, and from then on starting a recorded call is about as quick as dialling normally:

• Interview scheduled in advance? Schedule it with Metaview and there is nothing to look up when the time comes. Click Phone candidate and Metaview rings you and connects the candidate, or dial the switchboard and be forwarded automatically without keying in the candidate’s number.
• Last-minute or unplanned call? Nothing to schedule. Dial the switchboard, enter the candidate’s number, and you are connected.

Recording and notes work the same either way.

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1. Register your phone number with Metaview

Before using the phone option, you must register your phone number in your account Personal settings. If you share the phone number with other users or you use the same number for multiple clients (different Metaview accounts), then you will want to answer “Do other people on your team also use this number?” with Yes and add your extension (or have one assigned to you). The extension number will identify you when you call the Metaview switchboard in the future.

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Verify your number

Under How would you like to verify your number?, choose Phone call or Text message, then click Verify. Both prove the number is yours, and either is enough to get started. Phone call is recommended because it does one extra thing: it lets Metaview show your number to candidates. You need that in one case only — one-click calling with Capture callbacks off, the one combination where candidates see your own number instead of a Metaview one.

• Adding a number? Choose Phone call and the single call covers both checks.
• Already registered? Your existing verification remains valid. If the case above applies, Metaview will prompt you for a one-time phone-call verification.

Having issues? See our Phone FAQs for additional troubleshooting tips.

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2. Schedule the phone interview in Metaview

Optional, but strongly recommended: Metaview can only help with a call it knows about in advance. Add the candidate’s phone number to the calendar event and invite Metaview via Manual invites or Automatic scheduling. Scheduling gives you:

• One-click calling. Phone candidate only appears for scheduled interviews.
• Dial assist on the switchboard. No keying in the candidate’s full number.
• Better notes. Metaview takes the candidate’s name and event details from the invite.

Confirm it worked under Upcoming conversations on your Metaview home page.

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3. Start your call

If the interview is scheduled in Metaview, use whichever option you prefer. If it is not scheduled, use the switchboard.

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Option A: One-click calling

On the day of the interview, the today badge on your Metaview home page shows what is coming up. Open the conversation and click Phone candidate. Metaview calls you first. Answer, and Metaview dials the candidate and connects you. If you do not answer, the candidate is never called, so a mistaken click costs nothing. With more than one verified number, pick which one Metaview rings from the dropdown next to Phone candidate.

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Option B: Call the Metaview switchboard

We currently offer numbers in Australia, Canada, Colombia, Ireland, the Netherlands, Denmark, Israel, Italy, New Zealand, Hong Kong, South Africa, the United Kingdom, the United States, and Mexico. Follow the instructions, which may include:

• Enter your extension (only if you have a shared number). For example: 101#using your phone keypad.
• If you have scheduled a phone call in Metaview, the automated prompt will confirm this information and you will simply need to dial 1# using your phone keypad to transfer the call to the scheduled number.
• Otherwise, enter the candidate number on your phone dial pad followed by the # sign. For example: 5551234567# using your phone keypad to transfer the call to the scheduled number. If you are dialing an international number, make sure to include the country code first.
• Start by entering the number without +, special characters, or extra 0 digits. If the call doesn’t connect, try adding your country’s international exit code (e.g. 011 when calling internationally from the US) before the number.

Your call will be transferred to the recipient and you will be able to conduct your phone call as normal.

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4. Conduct your call

We recommend that you add a notice to your scheduling email communications and a short reminder at the start of your call that you use Metaview to help you with notetaking. For example: “So that I can make the most of our time together, I use Metaview, an AI assistant, to help with my note-taking. It is not required though, please let me know if you’d prefer me not to use it for our conversation.”

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5. End your call

After you hang up, your notes will become available within 5 minutes on your account. Please note that Metaview will not automatically process very short calls (under 1 minute), so if you reach voicemail, a wrong number, or if the call is immediately postponed, you don’t need to worry about the call being counted against your free plan or any subscription quota. Do you have additional questions, or something didn’t work? Check out our Phone FAQs and troubleshooting tips on the next page.