Meeting Notes

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Requesting Access

Meeting Notes is currently in beta. To enable the feature for your organization:

1. Contact the Tenzo team directly to request beta access.
2. Once enabled, the Meeting Notes tab will appear in your sidebar navigation.
3. No additional per-user setup is required — all members of your organization will have access once the feature is turned on.

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Microsoft Teams App Installation & Setup

Meeting Notes integrates with Microsoft Teams so you can launch the note-taking experience directly from within a meeting’s side panel.

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Prerequisites

Your organization must have a Microsoft Calendar integration connected in Tenzo. The Teams app uses your existing Microsoft tenant link to authenticate — no separate login is required.

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Installing the App

1. Have your Teams admin enable the Tenzo Meeting Copilot app from the Microsoft Teams admin center. a. Naigate to Teams apps > Manage apps. b. In the All apps table, search for Tenzo Meeting Copilot and click on the app title. c. Then, under Users and groups configure who this app should be available to.
2. The app will request the following permissions:
   • Read basic meeting info
   • Read meeting participant info
   • Write to meeting stage (for notifications)
3. Once installed, the app is available to all users in your Teams tenant.

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Adding the Tab to a Meeting

1. Open a Teams meeting and click the + icon to add a tab.
2. Search for Tenzo Meeting Copilot and select it.
3. A configuration page will appear that automatically detects the meeting context.

The config page will show one of three statuses:

• Note Found — An existing note was already created for this meeting. You’ll continue editing it.
• Interview Found — A scheduled interview was detected (via the calendar integration). A note will be created and linked to the candidate automatically.
• Quick Note — No scheduled interview was found. A standalone note will be created.

If your Teams tenant is linked to multiple Tenzo organizations, you’ll be prompted to select which organization to use. Click Save to activate the tab. The note will be created (or linked) and the tab is ready to use.

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Using Notes in a Meeting

Once the tab is saved, the Meeting Notes interface is embedded directly in the Teams meeting side panel. You have access to all note features — live notes, transcript, AI chat, bot controls, and configuration — without leaving the meeting.

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Using Notes Without the Teams App

If you’re on a meeting platform other than Teams — or prefer not to use the Teams tab — you can still use Meeting Notes by creating a note manually:

1. Navigate to the Meeting Notes dashboard and click ”+ New Note”.
2. Open the note and go to the Bot tab.
3. Paste your meeting URL (Zoom, Google Meet, Teams, etc.) and click Launch Bot.
4. Admit the bot when it appears in your meeting lobby.

The bot will join, transcribe, and generate notes just like it would through the Teams integration. We recommend split-screening between the meeting app and notes app for ease-of-use.

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Meeting Notes Dashboard

The Meeting Notes dashboard is your central hub for managing templates and notes. Access it from the sidebar by clicking Meeting Notes. The dashboard is divided into two sections:

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Templates

Displays all note templates created for your organization. Each template card shows:

• Template name
• Meeting type (Interview, Intake, or Other)
• Number of sections

From here you can:

• Create a new template — Click the ”+ New Template” button.
• Edit a template — Click any template card to open the editor.
• Duplicate a template — Click the copy icon on a template card to create a clone.

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Recent Notes

A table listing all notes created in your organization, with columns for:

• Note name
• Date created
• Date last updated

Click any row to open the note. Use the ”+ New Note” button to create a blank note.

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Note Templates

Templates define the structure and behavior of your meeting notes. They ensure consistency across meetings and allow the AI to auto-fill responses based on your specific questions.

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Creating a Template

Click ”+ New Template” from the dashboard to open the template editor modal.

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Template Settings

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Note Format — Sections & Questions

The core of a template is its note format, which defines sections and the questions within each section.

• Sections — Logical groupings (e.g., “Technical Skills”, “Culture Fit”, “Compensation”).
• Questions — Specific items the AI will listen for and fill in during the meeting (e.g., “What is the candidate’s experience with Python?”).

You can:

• Add, remove, and reorder sections via drag-and-drop.
• Add, remove, and reorder questions within each section.
• Start from an existing summary template as a base, or build from scratch.

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Constraints

Constraints are business rules or instructions that guide the AI’s behavior during note-taking. Examples:

• “Do not include salary information in the summary.”
• “Flag any mention of visa sponsorship requirements.”

You can select from predefined constraints or add custom ones.

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Context

An optional free-text field where you can provide additional instructions or background information to the AI (e.g., “This is a senior role requiring 8+ years of experience”).

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Summary Format

Configure how the post-meeting summary is generated and synced:

• Use note sections — Include the template’s sections in the summary output.
• Custom sections — Add additional summary sections beyond the note format.
• ATS sync target — Choose where the summary is posted in your ATS:
  • Candidate — Post to the candidate’s profile.
  • Application — Post to the specific application.
  • Both — Post to both candidate and application.
  • None — Do not sync to ATS.

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Job Associations

Link a template to one or more jobs. When a note is configured for a particular job, only templates associated with that job (and matching meeting type) will be shown.

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Live Note View

When you open a note, you’ll see a full-featured note-taking interface with multiple tabs.

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Note Name

The note name appears at the top and is editable — click it to rename.

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Tabs

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Notes Tab — Real-Time Note-Taking

While the bot is active, the Notes tab updates in real time:

• AI-generated responses appear and update as the conversation progresses.
• A brain icon indicates the AI is processing the transcript.
• A pencil icon indicates the AI is actively writing to the notes.
• Each question has an “answered” checkbox to track completion.
• Annotations (info, warnings, follow-up questions) may appear at the top level or on individual questions.
• Toggle edit mode (pencil button at the bottom right) to manually modify any response.

The AI can also dynamically:

• Add new sections and questions that emerge during the conversation.
• Edit section titles and question text for clarity.

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Transcript Tab

A scrollable view of the full meeting transcript, including:

• Speaker name and role
• Timestamps for each utterance
• Inline annotations from the AI

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Note Configuration

The Config tab lets you associate metadata with a note to improve AI accuracy. After making changes, click Save Configuration to apply. A confirmation modal will appear with contextual warnings (e.g., “Changing templates will overwrite existing notes” or “Changing job or candidate IDs will affect data association”). You can also click Reset Changes to revert to the last saved configuration.

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Transcript Bot

The transcript bot joins your meeting, records the audio, transcribes it in real time, and powers the AI note-taking engine.

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Launching the Bot

From the Bot tab in the note view:

1. Enter the meeting URL — Supports Teams, Zoom, Google Meet, and other common platforms.
2. Choose when to join:
   • Join now — The bot attempts to join immediately.
   • Schedule for later — Pick a date and time for the bot to join automatically.
3. Click Launch Bot or Schedule Bot.

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Admitting the Bot

When the bot joins, it will appear in the meeting lobby. A notification reminds you to admit it after launching.

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Removing the Bot

If you need to stop recording early, click the Kick Bot button from the Bot tab. The bot will leave the meeting and trigger summary generation.

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Scheduled Follow-Up Flow

For interviews scheduled through Tenzo’s calendar integration, the note-taking bot can be automatically scheduled.

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How It Works

1. When an interview is scheduled via the platform (Google Calendar or Outlook integration), a note is automatically created and linked to the meeting.
2. The bot is pre-scheduled to join the meeting at the specified start time.
3. Before the meeting begins, the system pre-loads context for the AI, including:
   • The candidate’s resume and profile information
   • The job description
   • Prior call Q&A and interaction history
4. When the meeting starts, the bot joins automatically — no manual action required (aside from admitting it to the lobby).
5. After the meeting ends, the summary is auto-generated and optionally synced to your ATS.

This flow ensures that follow-up interviews have full context without any manual setup.

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AI Chat

The AI Chat tab provides a conversational interface to interact with the meeting’s AI assistant.

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Features

• Ask questions about the meeting content (e.g., “What did the candidate say about their management experience?”).
• Request specific summaries or analyses.
• Multi-turn conversation — the AI remembers the full context of your chat.
• Responses stream in real time with markdown formatting support.
• An unread indicator (blue dot) appears on the Chat tab when a new AI response arrives while you’re on another tab.

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Post-Meeting: Summaries & ATS Sync

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Summary Generation

Once the meeting bot finishes recording (either when the meeting ends or the bot is manually removed), a summary is automatically generated. The summary:

• Is formatted in markdown.
• Incorporates the template’s summary format configuration (note sections + custom sections).
• Appears in the Summary tab of the note view.
• Can be copied to clipboard using the copy button.

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Summary Email

After the summary is generated, an email is sent to the meeting organizer containing:

• The full meeting summary in HTML format.
• A link to view the complete notes in Tenzo.

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ATS Sync

If configured in the template’s summary format, the summary is automatically posted to your ATS:

• Candidate record — The summary appears as a note on the candidate’s profile.
• Application record — The summary appears as a note on the specific application.
• Both — Posted to both locations.

This sync happens automatically in the background after summary generation.

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Viewing Notes After a Meeting

There are several ways to access completed meeting notes:

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Meeting Notes Dashboard

Navigate to Meeting Notes in the sidebar to see all notes in the Recent Notes table. Click any note to view the full details, including the transcript, notes, summary, and chat history.

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Candidate Interview Tab

For notes linked to a specific candidate, the meeting summary and notes will also appear on the candidate’s Interview tab within their profile. This provides interviewers and hiring managers quick access to meeting outcomes directly from the candidate view.

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ATS

If ATS sync is enabled, summaries are available directly in your ATS on the candidate or application record (depending on configuration).

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FAQ