This article covers turning the AI Notetaker on for your organisation, what has to be in place first, and how to scope it — by department, office, or per interview. For how the settings interact once it's on, what it can and can't reliably do, and known accuracy limitations, see "AI in interviews — the notetaker."

Before you start

The Notetaker only works with virtual meeting platforms — Google Meet, Zoom, and Microsoft Teams. The enable option is hidden entirely for any other interview location, so there's nothing to configure for phone or in-person interviews.

Two things need to be connected before the Notetaker can actually join a call:

• Google Meet, Zoom, and/or Microsoft Teams under Settings → Organisation Integrations. The Notetaker can't join a platform your organisation hasn't connected.

• If interviewers will generate Google Meet links themselves, each of those users needs their own Google Calendar/Gmail connected under My Settings → Integrations — this is what lets Kula create the Meet link in the first place.

• If you use Zoom, there's a Zoom-side setting worth checking before you roll this out. The Notetaker requests permission to record when it joins a Zoom call.

• If Zoom's account-level recording settings deny that request, the bot joins the meeting but times out and leaves after 1–2 minutes with no recording — this has been a recurring real cause of "the Notetaker isn't staying in the call" reports.

• To avoid it, have a Zoom admin go to Zoom Admin → Account Settings → Recording and enable Local Recording and "Hosts can give meeting participants permission to record locally," then use the lock icon so the setting applies to everyone rather than relying on each user to enable it individually in their own Zoom settings.

Turn it on for your organisation

From Settings → AI Notetaker, there are two separate controls:

• Enabled — whether the Notetaker is available at all. Off means it never joins anything.

• Mandatory — whether it's required on every eligible interview, or left as a per-interview choice.

Enabling it without mandatory means the Notetaker becomes something schedulers can turn on or off for each interview individually. Making it mandatory means it joins every interview on a supported platform automatically, and the per-interview toggle is locked on — nobody scheduling an interview can turn it off from the scheduling screen. See "AI in interviews — the notetaker" for the full detail on how these two settings interact, including a known gap where "not mandatory" doesn't always mean off-by-default in ad-hoc scheduling.

Changes to this setting apply only to interviews scheduled after the change — it isn't retroactive. An interview already on the calendar keeps whatever Notetaker configuration it had at scheduling time.

Scoping it to part of your organisation

You don't have to make it all-or-nothing across the whole company. Two practical approaches, both confirmed as real support guidance:

• Enable it organisation-wide and restrict where it's mandatory by department or office. This is the more common setup for organisations that want the Notetaker everywhere except a specific team.

• Leave it off by default and let people opt it in per interview when scheduling. Better fit for organisations still piloting the feature or waiting on internal approval (privacy/legal review, interviewer training) before a wider rollout.

There's no per-user or per-role setting for "on for these people, off for those people." If some interviewers are fine being recorded and others aren't, department/office scoping won't get you there unless those people happen to sit in different departments. The only real workaround today is removing the Notetaker from a specific call after it joins, on a case-by-case basis.

Good to know

• Google Meet needs a human to admit the bot. This is a Google platform limitation, not a Kula one — Google Meet doesn't support bots joining automatically. Let your interview panels know to expect and admit it, or it will time out without joining.

• Calendar/Meet-link connection isn't currently role-restricted. Anyone can connect their own Google Calendar/Gmail under My Settings → Integrations and start generating Meet links, regardless of role. An admin-side control to restrict this to specific roles (e.g., recruiters and admins only) has been requested but isn't built.

• The organisation-level setting used to be labeled "Manage interview notetaker" in the product UI before being renamed to "Manage AI notetaker" — if you're looking at older screenshots or internal documentation, that's the same setting.

• A Zoom "recording permission denied" status on an interview doesn't necessarily mean the candidate declined to be recorded — it usually means Local Recording isn't enabled at the Zoom account level (see Before you start). Check that setting first before assuming it's a candidate-side or interview-specific issue.

FAQ

• Can we make the Notetaker join every interview automatically, without people having to remember to add it? Yes — enable it under Settings → AI Notetaker and turn on the mandatory setting. It will then join every interview scheduled on a supported platform going forward.

• We don't want the Notetaker on for everyone — how do we turn it on for just the people who want it? There's no per-user setting for this today. If mandatory is off, the Notetaker can be added per interview when scheduling; if you need certain interviewers never to be recorded while others always are, the current workaround is manually removing the bot from specific calls rather than a setting that enforces it automatically.

• The Notetaker joined the Zoom call but isn't recording — what's wrong? Check your Zoom account's recording settings first. This is almost always Local Recording being disabled at the Zoom admin level, not a Kula-side issue — see Before you start for the exact setting to enable.

• Do we need every interviewer to connect their own calendar for this to work? Only if they'll be the one generating the Google Meet link when scheduling. If your organisation schedules through a shared calendar or Zoom links, individual calendar connection isn't required for the Notetaker itself to join.

Need help?

For setup questions not covered here, or if the Notetaker isn't joining or recording as expected, reach out to us at support@kula.ai or use the in-app chat. See "AI in interviews — the notetaker" for what the Notetaker does once it joins, known limitations, and how it interacts with AI-filled scorecards.