What you'll learn

• Be explicit about format: ask for bullets, specific sections, and timestamps\.
• Anchor to your rubric: name the competencies you care about\.
• Ask for evidence \(quotes or paraphrases\) with timestamps\.
• Use iterative follow\-ups, such as “shorten,” “make it neutral,” or “add missing risks”

For more best practices, check out Write Better AI Prompts in Ashby in Ashby Academy\.

• “Give me a structured summary with strengths, risks, and follow\-ups\. Include timestamped citations\.”
• “Evaluate the candidate against our \[role\] rubric: problem\-solving, communication, \[add your competencies\]\. Provide evidence from the transcript\.”
• “Compare this interview to the previous \[role\] interview with \[interviewer\]\. Where do conclusions diverge? Include quotes with timestamps\.”
• "Rewrite this note in objective, bias\-aware language\. Keep only job\-related evidence and include citations\.”
• “Find where compensation expectations were discussed and summarize the ask\.”

Auto-filling Interview and Feedback Templates

Well\-structured templates are key to AI Notetaker adoption\. Your interview questions act as AI prompts\. Clearer questions lead to better outputs\.

This feature automatically populates feedback forms based on the conversation, saving significant time\.

• Structured questions give AI clearer signals, resulting in more accurate feedback summaries that interviewers trust and adopt\.
• Use competency‑based, long‑form questions, where summaries add value\.
• Include specific instructions under each question\.
• Role\-specific topics and expectations \(think product manager screens, technical phone screen templates\) work especially well\.
• Avoid subjective or recommendation questions in autofill‑enabled sections\.

Interviewers remain responsible for reviewing, editing, and submitting all final feedback\.

AI Notetaker supports capture and recall, not making hiring decisions\.

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AI Notetaker Can\.\.\.

• Draft structured, factual summaries and responses\.
• Highlight key moments with transcript\-linked timestamps\.
• Streamline feedback form completion\.

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AI Notetaker Does Not\.\.\.

• Make hiring recommendations or decisions\.
• Answer subjective impression questions \(e\.g\., “Did the candidate seem high energy?”\)\.
• Assign numeric competency ratings\.
• Submit feedback automatically without human review\.

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Stakeholder Communication Templates

Stakeholder Communication Templates

Rolling out AI Notetaker changes how interviewers document and share feedback\. Clear communication, structured enablement, and ongoing support are essential for successful adoption\.

Use the templates below to introduce AI Notetaker, set expectations, and support your hiring team through the transition\.

Guide Adoption with Clear Communication

Mitigating potential challenges

The most common challenges in AI Notetaker rollouts aren’t technical — they’re people and process\-related\. A successful implementation depends on how clearly expectations are set and how confidently your team uses the tool\.

Consistent communication to candidates about recording, compliant usage, and responsible AI interaction is key to a smooth implementation\.

Ensure team members understand why the company is adopting AI Notetaker, what problems it solves, and how it benefits them\.

Create space to address questions or concerns early\.

Standardize how interviewers introduce the notetaker at the start of a call\.

Messaging should be proactive, clear, and approachable\.

Make sure everyone understands consent requirements, recording disclosures, and how to handle live opt\-outs appropriately\.

Train interviewers to review, refine, and validate AI\-generated notes rather than automatically accepting outputs, and remain mindful of potential bias\.

Communication Templates

Use these templates to communicate clearly at each phase of your rollout\. Adapt them to your team’s context to set expectations, address questions, and build trust with interviewers and stakeholders\.

Phase 1: Pilot, 1-2 Weeks Before Rollout

Hi everyone,

We’re introducing Ashby’s new AI Notetaker to help us capture higher\-quality notes, reduce admin time, and make debriefs more consistent\. We’ll roll this out in phases to ensure quality and incorporate your feedback along the way\.

• \[Briefly describe initial pilot group and plan\]
• Pilot runs: \[start date\] to \[end date\]
• Check\-in: \[midpoint date\]
• Next phase: \[date\]

• Save time on note\-taking and summarization\.
• Improve consistency across interviews and debriefs\.
• Unlock Autofill and AI Assistant to streamline feedback and next steps\.

• If you’re in the pilot group, you’ll receive a kickoff email with setup steps and office hours\.
• Not in the pilot? You’ll still see progress updates and opportunities to join as we expand\.
• Let us know if you’d like to opt\-in to AI Notetaker as an individual\.

If you have any questions or concerns, please reply here\.

Thank you for partnering with us as we roll this out\.

Best,

\[Your name\]

\[Role/Team\]

Phase 1: Pilot - 1 Week Before Rollout

Hi \[Pilot Group\],

AI Notetaker will be enabled for \[recruiter screens / internal debriefs\] starting \[date\]\. Thank you for being our early testers\. Your feedback will shape the broader rollout\.

• Please review the AI Notetaker support documentation and FAQs\.
• Join a 30\-minute training session this week \(pick one\): \[links\]

• Visibility into recordings and AI summaries will follow existing interview permissions; only authorized hiring teams and users can view them in Ashby\.
• AI Notetaker summarizes based on your notes and meeting content according to our privacy policies \(linked here\)\.
• If a specific conversation shouldn’t use AI Notetaker, you can disable it on the event \(see how\)\.
• Candidates can opt\-out of recordings on their own by clicking the link included with disclosure messaging in calendar invites and confirmation emails \(see how\)\.

• Pilot runs: \[start date\] to \[end date\]
• Check\-in: \[midpoint date\]
• Next phase: \[date\]

• \[Optional\] Office hours: \[date/time and link\]
• Report issues/ideas: \[Link a form/Slack channel/email\]
• To opt\-out of the pilot: If you have specific constraints, reply here and we’ll work with you\.

Thank you for being an essential part of this pilot\. Your feedback and active participation will directly shape how we refine and roll out AI Notetaker across the organization\.

Best,

\[Your name\]

Phase 1: Pilot - Day of Pilot Go-Live

Hi everyone,

• AI\-generated summaries for recruiter screens and internal debriefs\.
• Autofill and AI Assistant to streamline feedback forms\.
• Standardized templates aligned to our evaluation criteria\.

• Start using AI Notetaker in your next interview or debrief\.
• Access AI Notetaker and Candidate Assistant in the “📹 Recording” tab on the relevant interview\.
• Draft feedback using the Autofill with AI button on the “Your Feedback” tab\.
• Review and edit AI\-generated content before submitting\.

• Ashby’s support guide and FAQs
• Best practices for Autofill and the AI Assistant

• Questions: \[help email or Slack channel\]
• Technical issues: \[support link\]
• Feedback or improvement ideas: \[form link\]

We're excited to see the impact this has on interview quality and efficiency\. Thank you for being part of this rollout\.

Best,

\[Your name\]

Phase 1: Pilot - Halfway Survey

Hi pilot team,

We’re halfway through the AI Notetaker pilot\. Thank you for the strong start\. A few updates and requests so we can move to the next phase smoothly\.

• \[Fill out \- E\.g\., time saved on summaries and action items, clearer debrief outcomes when Autofill is used consistently\]

• Please fill out the survey linked here by \[date, EOW\]:

• Sample notes you like \(optional\): reply here or drop in \[\#channel\]
• Live feedback session: \[date/time\]

• We’ll turn on AI Notetaker for internal debriefs\.
• We’ll turn on AI Notetaker for recruiter screens\.

Thank you for helping us roll out AI Notetaker\.

Best, \[Your name\]

Hi all,

Based on pilot feedback, we’re expanding AI Notetaker to include \[internal debriefs \| recruiter screens\] starting \[date\]\.

This will help us refine permissions and team\-specific workflows before we scale further\.

• Use AI Notetaker in your \[phase 2 interview type\] and review/edit the generated notes\.
• Continue to use Autofill and the AI Assistant where helpful\.
• Share any issues or edge cases in \[channel\] so we can adjust quickly\.

• Updated quick start: \[link\]
• 20\-min refresher training: \[date/time\]
• Questions: reply here or ping \[owner/team\]

Next step: Targeted rollout to motivated managers and “champions” on \[date\]\.

Thank you for your continued feedback\.

Best,

\[Your name\]

Phase 3: Targeted Rollout to New Groups

Hi \[name/teams\],

We’re looking for a small group of motivated hiring managers and interviewers to act as “Champions” as we expand AI Notetaker department\-by\-department\. Champions lead their teams in trying new features early, modeling best practices, and sharing learnings\.

• Use AI Notetaker for your interviews and debriefs over the next \[2–4\] weeks\.
• Share examples of good notes and common pitfalls\.
• Provide feedback on Autofill, the AI Assistant, and any team\-specific workflow needs\.

• Early influence on templates and defaults for your function\.
• Priority support\.
• Recognition in the org\-wide rollout\.

Interested? Reply “I’m in” by \[date\] or sign up here: \[link\]\.

Thanks for helping us improve our process to hire great talent\.

Best,

\[Your name\]

Phase 4: Org-Wide Rollout

Hi everyone,

After a successful pilot with \[pilot group\], we're excited to roll out Ashby's AI Notetaker to the entire company\. AI Notetaker automatically records, transcribes, and summarizes interviews, so you can focus on the conversation instead of taking notes\. Over the past \[time period\], our pilot teams saw \[you fill out: e\.g\., higher\-quality notes, less admin time, and more consistent debriefs\]\.

• No action needed on your end for setting up recording\. AI Notetaker will be auto\-enabled for interviews\.
• Review the quick\-start and best\-practice guide with info on candidate disclosures and opt\-out: \[link\]\.
• Start using AI Notetaker in your interviews and debriefs on \[date\]\.

• Only authorized hiring team members can view recordings and AI summaries in Ashby\. Permissions follow your existing interview access\.
• AI Notetaker summarizes your notes and meeting content according to our privacy policies \(linked here\)\.
• You can disable AI Notetaker for specific conversations directly on the event \(see how\)\.
• Candidates can opt out of recordings by clicking the link in their calendar invites and confirmation emails \(see how\)\.

• Questions or issues: \[channel/help email\]
• Training: \[Insert broader team training materials\]
• In\-depth resources:
• Ashby's support guide and FAQs
• Best practices for AI Notetaker
• Feedback or improvement ideas: \[form link\]

We're excited to bring this to everyone\. AI Notetaker will reduce time spent on note\-taking, improve consistency across interviews, and help us hire top talent\.

Thank you,

\[Your name\]

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AI Notetaker Rollout Checklist

AI Notetaker Rollout Checklist

Use this checklist to guide your rollout

Pre\-Pilot

For any AI Notetaker settings, reference the AI Notetaker article\.

Pilot Preparation

• [ ] Confirm the AI Notetaker add\-on is enabled in Ashby\.

• [ ] Align on the pilot scope \(see Plan your AI Notetaker Rollout\)\.

• [ ] Identify 1\-2 internal champions who will lead the pilot and track success\.

Privacy and Permissions

Confirm disclosure and consent requirements by aligning with Legal, Security, HR, and leadership on recording policies, AI usage, storage and retention, and who is authorized to use AI Notetaker\.