Using AI Assistants for Intake Meetings: A Practical Example

Yet, these meetings often fall short of their potential—miscommunication, lack of preparation, and forgotten details can derail the entire hiring process before it even starts.

This is where generative AI can land a hand.

An AI assistant can join recruiters in these calls, take notes in real time, and turn those notes into intake reports or job requirement documents, ready to use as basis for job descriptions.

This automates some of the most time-consuming steps of the process, removing the need for manual work, and giving recruiters their time back.

Let’s see how this works in practice.

The role of AI in intake meetings

AI assistants are transforming how recruiters and hiring managers collaborate, bringing structure and efficiency to one of the most critical stages of the hiring process: the intake meeting.

AI supports recruiters in the following ways.

Real-time note-taking

During intake meetings, AI assistants act as active participants, capturing key details such as must-have skills, preferred experience levels, role expectations, and team dynamics.

This real-time documentation allows recruiters to focus fully on the conversation instead of worrying about note-taking.

Also, it decreases the risk of misalignment, as both parties can revisit the intake call recording afterwards, to debrief it, confirm details, and minimize miscommunication. This ensures alignment and reduces the risk of overlooked or forgotten information.

Automating administrative tasks

One of the most tedious aspects of recruitment is turning meeting notes into actionable outputs—like action items, summaries, or job descriptions.

AI assistants can automate this step by taking the raw input from a meeting and structuring it into clear, concise deliverables. Moreover, the algorithms can be customized to borrow the style and tone of the recruiter, maintaining consistency and alignment with the employer brand.

What used to take hours can now be completed in minutes, with consistent quality.

Efficiency and time savings

By automating repetitive administrative tasks, AI frees recruiters to redirect their focus to high-value activities, like building strong candidate pipelines, engaging with passive talent, and fostering relationships with the hiring teams.

This not only reduces workload but also improves the overall recruitment strategy and execution.

Enhanced accuracy and alignment

Finally, AI tools minimize the risk of errors by capturing and structuring important details with precision. Fewer misunderstandings mean fewer follow-up clarifications, and everyone involved in the intake process has a reliable reference document to keep the process on track.

As a collaborative partner, AI doesn’t just reduce stress—it makes intake meetings more productive and effective. The result is a faster, better-aligned talent acquisition process with clearer decision-making and improved outcomes.

How it works in practice

Now that the benefits of adding an artificial intelligence assistant to intake meetings are clear, let’s look at the practical side of things and see what the AI-recruiter collaboration looks like in practice.

We’ll use Carv’s AI assistant as an example.

Giving AI access to context

For an AI assistant to effectively support your tasks, it needs access to the full scope of your recruitment-related data. This means integrating it with the tools and platforms you rely on throughout the hiring process.

Start by connecting the AI to your calendar so it can join meetings, capture notes, and actively assist during intake discussions.

Next, link it to your ATS. This allows the AI to automatically structure and format the data it captures into outputs compatible with your system, saving time and ensuring seamless workflows.

AI’s role during the intake meeting

An AI assistant serves as an invaluable participant in the intake meeting, seamlessly integrating into the discussion to capture every critical detail.

Acting as a real-time collaborator, it pays close attention to recruitment-relevant information, such as:

• Role expectations: What success looks like in the position, how the role supports the organization’s goals, and its fit within the team’s structure.
• Must-have skills: The essential technical, professional, or interpersonal skills the new hire must possess to excel in the role.
• Nice-to-haves: Additional qualifications or experiences that would enhance a candidate’s job fit, but aren’t absolute requirements.
• Team dynamics: Insights about team culture and work style preferences to find candidates who’ll thrive and be a good culture fit.
• Hiring timelines: Clear deadlines and any sense of urgency to align expectations and plan recruitment activities accordingly.

By actively organizing this data during the meeting, the AI ensures that no important points are overlooked or forgotten.

This removes the burden of note-taking from recruiters, freeing them to focus entirely on the conversation, ask clarifying questions, and foster alignment with the hiring manager.

Moreover, the AI assistant can be customized to fit your workflow. It can be trained to use specific templates and summarize the meetings in a preferred format, ensuring the output aligns perfectly with your team's processes.

The AI adapts to your unique needs, making the intake meeting more efficient and productive.

AI’s role after the intake

Once the intake meeting concludes, the AI assistant shifts into action, streamlining post-meeting tasks to ensure nothing is missed:

• Comprehensive intake report: The AI compiles all the information captured during the meeting into a detailed report. This document includes role responsibilities, candidate criteria, and hiring timelines, serving as a central reference point for everyone involved in the hiring process.
• Draft job description: Using the intake report as a foundation, the AI produces a polished draft of the job description. This draft is ready for team review and can be easily adjusted or directly uploaded into your ATS.

When connected to your ATS, the AI assistant becomes even more powerful.

Integration allows the AI to instantly sift through your existing database of candidates, sourcing potential matches based on the criteria established during the intake meeting.

Moreover, it seamlessly syncs new information into the ATS, ensuring that the system stays up-to-date without extra administrative effort.

By handling these tasks with speed and precision, the AI assistant eliminates the manual workload typically involved in processing intake meeting outcomes. This not only saves time but also ensures a smoother, more efficient recruitment workflow from start to finish.

Over to you

Integrating AI into your intake meetings simplifies every step of the process, from capturing key details in real-time to generating polished reports and job descriptions. By reducing manual work and ensuring alignment, AI helps recruiters focus on what matters most—finding the right talent quickly and effectively.

Why not give it a try? Experiment with an AI assistant in your next intake meeting and see how it transforms your recruitment workflow.