The RecView.ai bot is an AI meeting assistant that joins your Zoom calls to automatically record and transcribe the conversation. It acts as a virtual note-taker, capturing everything said in the meeting so you can focus on the discussion. After the call, RecView.ai generates notes and transcripts and syncs all meeting data to your CRM/ATS without any manual effort. In short, the RecView.ai bot ensures you never miss a detail from your candidate interviews or client meetings, and it keeps your records up to date automatically.
The easiest way to include the bot is through the RecView.ai dashboard. By scheduling the bot in advance, it will join your Zoom meeting automatically at the right time. Here’s how to do it:
Log in to your RecView.ai account on the web. Navigate to your dashboard and choose to send a RecView bot to meeting.
Schedule or select the Zoom meeting where you want the bot to join. If your calendar is connected to RecView.ai, you may see upcoming events listed. Otherwise, you can create a meeting entry and provide the Zoom meeting link or ID.
Using the dashboard ensures the bot is set up ahead of time. You’ll see confirmation in your RecView.ai portal that the meeting has the bot assigned (for example, a label or indicator on the event). At the scheduled time, the bot joins your Zoom call on its own to record and transcribe the session.
Another way to add the RecView.ai bot to a Zoom meeting is by inviting it via email, just as you would invite any attendee. RecView.ai provides two special email addresses for the bot, depending on the type of meeting:
For candidate interviews: Invite candidate@recview.ai to the meeting.
For client or hiring manager calls: Invite client@recview.ai to the meeting.
You can add these emails either when scheduling the meeting or at the start of the call:
When scheduling a Zoom meeting or calendar invite: simply add the appropriate RecView.ai email as a meeting participant (in the “Invite attendees” field). For example, if you’re scheduling a candidate interview in Google Calendar or Outlook, include candidate@recview.ai in the invite list. The bot will receive the invitation.
During an ongoing Zoom call (if you forgot to invite earlier): you can refer to the above and copy and paste the zoom meeting link, a bot will be sent straight away!
Once invited, the RecView.ai bot will automatically join the call at the scheduled time (or immediately if the meeting is already in progress). You’ll see a new participant in Zoom with a name indicating it’s the RecView.ai assistant. This method is a quick manual solution – as long as you invite the bot’s email, it knows to hop into your meeting and start recording.
Whether you add the bot via the dashboard or by email, RecView.ai will automatically sync all the meeting data to your CRM or ATS after the call. This means that the full transcript, notes, and any key insights from the Zoom meeting are saved to your RecView.ai account and pushed into the candidate or client record in your CRM/ATS system. You won’t need to upload notes or transcripts yourself – the integration handles it for you. After the meeting, simply check the candidate’s profile or the meeting log in your CRM to find the interview transcript and AI-generated summary that RecView.ai added. Keeping your records updated is completely hands-off.
Will the bot be visible to attendees? – Yes. The RecView.ai bot joins your Zoom meeting as a visible participant (for example, it might appear in the participant list as “RecView.ai Note-Taker” or a similar name). It will typically join with its microphone muted and no camera, so it won’t disturb the conversation. All attendees will be able to see that it’s in the meeting, providing transparency that the call is being transcribed.
Do I need to be the host for the bot to join? – No, you do not have to be the host. As long as the bot has been invited (either via the dashboard scheduling or by email), it can join the meeting regardless of who the host is. If the Zoom meeting uses a waiting room or requires the host to admit participants, just be aware that the host may need to admit the RecView.ai bot when it tries to join. In practice, treat the bot like any other guest attendee – if you’re the host and see “RecView.ai” waiting to join, click Admit. If you’re not the host, you might want to inform the host that an AI assistant will join to take notes.
Tip: It’s a good idea to schedule or invite the bot a few minutes before your meeting starts. This ensures the bot connects on time and you can confirm its presence as the meeting begins. Once it’s in, you can proceed with your call as usual while RecView.ai works in the background. All recordings and notes will be safely stored and synced, so you can confidently focus on the conversation instead of note-taking.
