Automatic transcription bot
Recrut'Auto can send a recording assistant into your video interviews. The bot automatically joins the meeting (Google Meet or Microsoft Teams), records the audio, then the transcription and AI summary are generated — with no action on your part.
How it works
- An appointment is booked with a video link (Google Meet or Teams, generated at booking time)
- A few minutes before the interview starts, the bot joins the meeting under the name Assistant RecrutAuto (enregistrement) — admit it like any other participant
- The bot announces itself in the meeting chat and records the audio
- When the interview ends, the recording is retrieved, then transcription and summary start automatically
- You receive the Synthèse d'entretien disponible notification when everything is ready
The candidate is informed of the recording from the moment of booking: the notice appears in their confirmation email, in the calendar invitation, in the reminder SMS, and in the Google/Microsoft event description. See Candidate opposition.
Enable the bot
Activation is per calendar:
- Open Réglages de prise de RDV → Intégrations
- Turn on the Bot de transcription toggle
- The bot will now join interviews booked on this calendar whenever a video link is available
Interviewers (second interview) have the same toggle in their own booking settings.
This feature must be enabled for your organization. If the toggle is locked, contact your administrator.
Disable the bot for a single appointment
You can keep the bot out of a specific interview without changing the calendar setting: open the Entretien tab of the candidate page and disable the bot for that appointment. You can re-enable it the same way as long as the interview has not taken place.
Track the bot status
The bot status is visible on the Entretien tab of the candidate page:
| Status | Meaning |
|---|---|
| Scheduled | The bot will join the meeting at the planned time |
| Waiting for admission | The bot is waiting to be admitted into the meeting |
| Recording | The interview is being recorded |
| Processing | The recording is being retrieved |
| Recorded | The recording is available, transcription starts |
| Failed | The bot could not record the interview |
| Not admitted | Nobody admitted the bot into the meeting |
| Interview not held | Nobody joined the meeting |
| Too short | Recording under 5 minutes — no automatic processing |
| Cancelled | The bot was cancelled (appointment cancelled or bot disabled) |
| Opposition | The candidate objected to the recording |
| No video link | The appointment has no video link, the bot is unavailable |
On failure (Failed, Not admitted, Interview not held), you receive the Enregistrement d'entretien impossible notification — you can then import a recording manually.
Candidate opposition
Recording relies on systematic candidate information and an effective right to object:
- The recording notice and the opposition link accompany every communication: confirmation email, calendar invitation (ICS), SMS, and the Google/Microsoft event description
- The bot announces itself in the chat when it joins the meeting
- The candidate can object at any time, before or during the interview, from the public appointment-management page: the bot is cancelled immediately (Opposition status). They can also withdraw their objection from the same page.
The audio is deleted on the bot side as soon as Recrut'Auto has retrieved the recording. As with a manual import, you can delete the recording at any time — the associated transcription and summary are deleted as well.
Limitations and fallback
- The bot requires a Google Meet or Teams video link generated at booking time. Without a video link (iCloud/Yahoo calendar, no connected calendar, phone or in-person interview), the bot is unavailable: use the manual import
- A recording of less than 5 minutes is flagged Too short and is not processed automatically — you can still start the transcription from the appointment page
- If the bot fails, the manual import always remains available
FAQ
Does the candidate have to give consent? The candidate is informed at every step (email, invitation, SMS, event, in-meeting announcement) and has a right to object that they can exercise at any time, before or during the interview.
What happens if nobody admits the bot into the meeting? The status changes to Not admitted and you receive the Enregistrement d'entretien impossible notification. You can import a recording manually.
Does the bot record video? No. Only the audio is recorded, solely to produce the transcription and the summary.
Can I use the bot with Zoom or another video tool? No. The bot works with the Google Meet and Microsoft Teams links generated by Recrut'Auto at booking time. For other cases, import the recording manually.