Candidate call notes

Paste the transcript of a screening call. Get notes on the candidate: fit for the role, pay, notice period, and a summary you can send your client.

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Example

Hannah Clarke, Financial Controller role in Leeds

Summary

Hannah Clarke is Finance Manager at Ferncroft Logistics, ACCA qualified, and has been there four years. The company was bought last year and the finance work is moving to Manchester, so she sees no way up. Managing a team is the step she is looking for, and she agreed to be put forward for the Financial Controller role in Leeds.

Fit for the role

  • ACCA or ACA: ACCA, qualified in 2019.
  • Month-end close: runs the month-end close and the management accounts.
  • Managing a team of four: two assistant accountants report to her, and she ran the team of six for about three months last year.
  • NetSuite: not covered in the call.
  • 3 days a week on site: three days in Leeds is fine.

Current role and experience

  • Finance Manager at Ferncroft Logistics for four years.
  • Runs the month-end close and the management accounts.
  • Two assistant accountants report to her.
  • Ran the whole team of six for about three months last year, while her boss was on leave.
  • ACCA qualified in 2019.

Pay

  • Current: 58,000 a year plus a 5% bonus.
  • Expected: around 68 to 70,000 a year.

Notice period and availability

  • Three months, but she thinks they would let her go after two.
  • Has had a first interview with a retailer in York, though she would prefer manufacturing.
  • Can keep Tuesday and Wednesday afternoon free next week for a meeting.

Location and working pattern

  • Based in Wakefield, about 30 minutes in the car.
  • Three days a week on site in Leeds is fine.

Why they are looking

  • Ferncroft was bought last year, and the finance work is moving to the head office in Manchester.
  • Her job is not going, but there is no way up for her now.
  • Managing a team of four is the step she is looking for.

Concerns and open questions

  • NetSuite was not covered in the call: ask about it.
  • She is also in a process with a retailer in York.
  • Notice is three months unless her employer lets her go after two.

Agreed next steps

  • Send the updated CV to Priya (Hannah Clarke, after the call)
  • Send the CV to the client (Priya Shah, today)
  • Get feedback from the client to Hannah (Priya Shah, by Thursday)
  • Keep Tuesday and Wednesday afternoon free for a meeting (Hannah Clarke, next week)

Summary for the client

Hannah Clarke is an ACCA qualified Finance Manager with four years at Ferncroft Logistics, where she runs the month-end close and the management accounts. Two assistant accountants report to her, and last year she ran the team of six for about three months. Managing a team is the step she is looking for, she prefers manufacturing, and three days a week on site in Leeds suits her. Her notice period is three months, and she can meet on Tuesday or Wednesday afternoon next week.

How it works

  1. Paste or transcribe the call

    Paste a transcript from Teams, Zoom or your phone, or turn a recording into text with the speech to text tool first. Add the role and what it needs to see the fit point by point.

  2. Get the candidate notes

    Claude, the AI from Anthropic, writes the fit for each requirement, pay, notice, location and why they are looking, and a summary for your client.

  3. Copy it into your ATS

    Paste the notes into your ATS or CRM, and the summary into the email that goes to the client with the CV.

What goes in candidate call notes

After a screening call, a recruiter writes two things. The call notes go in your ATS: the candidate's current role, what they earn and what they expect, their notice period, where they can work and why they are looking. The candidate summary, or submittal, goes to the hiring company with the CV: a short case for why this person fits the role.

The notes are for you and your team. Write down what the candidate said, in their words where it matters: "three months, but I think they'd let me go after two" tells you more than "3 months". Note what the call did not cover, so the next call does, and whether the candidate agreed to be put forward to this client.

Match each requirement of the role with what the candidate said. Fill in the role and what it needs, and the notes list every requirement, with the ones the call did not cover marked as such. You see the gaps before the client does.

The summary is for the client. Keep it to experience, fit and availability. Leave out the candidate's current pay, their phone number and email, other interviews and offers, anything they told you in confidence, and anything about age, health, family, religion or nationality. Send only what the candidate told you, and check with them when you are not sure.

Phone screen notes template

The same layout as a blank template, to fill in during the call. Copy it into a document or your ATS.

Plain text

CANDIDATE CALL NOTES

Candidate:
Role:
Recruiter:
Date of call:

Summary
Who the candidate is, where they are now, and their interest in the role.

Fit for the role
- Requirement: what the candidate said
- Requirement: what the candidate said
- Requirement: not covered in the call

Current role and experience
- Current job title, employer and time there
- Experience that matters for this role

Pay
- Current:
- Expected:

Notice period and availability
- Notice period:
- Free to interview:

Location and working pattern
- Based in:
- On site, hybrid or remote:

Why they are looking
- In their words

Concerns and open questions
- What to check or ask next

Agreed next steps
- Action (owner, due)

Summary for the client
Experience, fit for the role and availability, in a few sentences. Leave out current pay, contact details, other interviews and offers, anything told to you in confidence, and anything about age, health, family, religion or nationality.

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Questions

What are candidate call notes?

The record a recruiter keeps after a screening or intake call with a candidate: their current role and experience, pay, notice period, location, why they are looking and how they fit the role. Many recruiters also write a short summary of the candidate for the hiring company, sent with the CV. Some call it a candidate submittal.

Which transcripts work?

Any text of the call in any language: a transcript from Microsoft Teams, Zoom or Google Meet, or the one your phone made. Timestamps and speaker names can stay in. If you have a recording, transcribe it first with the speech to text tool: it runs in your browser, so the audio is never uploaded. Up to 40,000 characters, which is about 45 minutes of talk. The notes come back in the language of the call.

Does it judge the candidate?

No. It writes down what the candidate said and marks what the call did not cover. It does not score people or guess what they meant. Read the notes, and check the summary for the client before you send it.

Is my transcript stored?

Superscribe does not save it or write it to a log. To write the notes it goes to Claude, the AI from Anthropic, which does not train its models on it.

How many calls can I write up?

Up to 10 a day, and 5 in any 10 minutes. The limit is shared with the call notes generator and the other note tools, so they stay free for everyone.

Can I get this after every call?

The Superscribe app comes close. It records calls on the number you already have, on iPhone, Android or Mac, and writes the call note, the tasks and the CRM entry when you hang up. There is no transcript to paste.

Get the note after every candidate call.

Superscribe records calls on the number you already have and writes the note, the tasks and the CRM entry when you hang up. Nothing to paste.

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