Intake Meeting and Meeting Guides

AI Interview Companion Intake Meeting and Meeting Guides help talent acquisition teams establish an effective, consistent hiring process by aligning stakeholders and streamlining interviews from the intake meeting onward. It combines meeting recording, automatic documentation, interview planning, and candidate evaluation into one workflow.

The intake meeting is the foundation of the hiring process. A structured intake meeting ensures alignment between recruiters and hiring managers, clarifies the ideal candidate profile, and sets up the process for success.

Key Benefits

• Organizational Alignment - Ensures recruiters, hiring managers, and interviewers are all on the same page before interviews begin.
• Automated Intake Documentation - AI Interview Companion records intake meetings, creates and completes intake forms automatically, and centralizes information for easy reference.
• Interview Planning - Automatically builds an interview plan, mapping out which competencies and skills will be assessed and by whom, improving coverage and reducing redundancy.
• Interviewer Consistency - Provides interviewer guides, highlights skill requirements, and prevents repetitive or missed questions across the hiring panel.
• Speed and Efficiency - Reduces the time spent on preparation, minimizes coordination overhead, and accelerates time-to-hire while maintaining quality.

How Intake Meeting Works

1. Intake Meeting Recording
   • Conduct your intake meeting as usual. AI Interview Companion records the discussion and captures key hiring criteria, role requirements, and stakeholder expectations.
   • The system automatically generates a summary for easy reference by all team members.
2. Automated Intake Forms
   • After the meeting, AI Interview Companion uses AI to complete relevant intake forms, extracting and structuring information about the open role, required competencies, and interview objectives.
3. Custom Interview Plan Creation
   • AI Interview Companion automatically creates an interview plan. This plan distributes skills and competencies to be assessed among your interviewer panel, ensuring thorough and efficient coverage.
   • Each interviewer receives a prep email outlining their focus areas and linking to relevant resources.
4. Interview Support and Feedback Collection
   • During interviews, AI Interview Companion provides real-time prompts and reminders, supporting fair and structured interviews.
   • After the interview, interviewers can easily capture feedback and scorecards directly in the system.
5. Insightful Reporting
   • AI Interview Companion compiles and curates insights from each stage, helping teams quickly review what's been covered and make data-driven decisions.

Workflow

Interview & Intake Guide Creation

Within AI Interview Companion, navigate to Guides.

On the Interview Guides page, you can filter by any of the following:

• Status – Filter by All, Assigned, or Not Assigned.
• Guide Type – Filter by All, Interview, or Intake.
• Assigned Roles – Filter by All or select specific roles.
• Creators – Filter by All or select specific users.

To create a new guide, click Add New Guide.

Select one of the following guide types:

• Interview Guide
• Intake Guide

Click Create Guide.

Once an Intake Meeting is completed, you can now generate a Job Description.

Intake Meeting Experience

Starting an Intake Meeting

Within the AI Interview Companion platform, you can start an Intake Meeting using the Start Intake Meeting dialog. NOTE: Please see the Best Practices section for information about Intake Meeting Agenda & Structure and Key Intake Meeting Questions.

Navigate to Roles and select a Job.

Click the menu icon and select Record Intake Meeting. NOTE: Alternatively, you can choose Record Instant Meeting from the “Record Your Intake Meeting” tile.

You can choose whether to record the meeting and input the Meeting Link (URL).

Select an Intake Guide.

Click Launch.

This launches the meeting in Microsoft Teams, opens the selected guide, and begins the session. Click Start Intake Meeting. NOTE: The button may display "Launch Instant Intake Meeting."

Click Launch.

Post Intake Meeting Outcomes

Once an Intake Meeting is completed, the option to Generate Role Blueprint becomes available.

This allows teams to quickly convert intake discussions into structured hiring artifacts, reducing manual work and improving alignment across recruiters and hiring managers.

Best Practices

Intake Meeting Agenda & Structure

For every requisition, dedicate about 45 minutes to the intake meeting:

1. Introduction, Role Overview, & Business Context (5min)

• Align on meeting purpose and expected outcomes.
• Hiring manager provides a high-level overview of the role.
• Discuss why the position is open and how it contributes to company goals.
• Identify team structure and key collaborators.

2. Skill Requirements & Expectations (10min)

• List must-have vs. nice-to-have skills and qualifications.
• Clarify performance expectations for the first 90/180/365 days.

3. Candidate Profile & Ideal Traits (10min)

• Discuss soft skills and cultural fit.
• Review past experience indicators for success and any deal-breakers.

4. Interview Process & Selection Criteria (10min)

• Define stages of interviews, involved parties, skills to be evaluated, and scorecard criteria.
• Set decision-making process and turnaround expectations.

5. Sourcing & Recruiting Strategy (5min)

• Decide on internal vs. external sourcing, preferred channels, and DEI considerations.
• Discuss compensation range and budget constraints.

6. Next Steps & Action Items (5min)

• Assign responsibilities and deadlines for posting, sourcing, and scheduling.
• Schedule status check-ins.

Key Intake Meeting Questions

Ask these during the intake to achieve clarity:

• What prompted the need for this role? (e.g., new position, backfill)
• How does the role contribute to company/team goals?
• What are the most important responsibilities and success metrics?
• What skills, experiences, and traits are must-haves?
• What is the target compensation and any unique perks?
• What is the hiring timeline, and who is involved in interviews?
• What are the short- and long-term priorities for the new hire?
• Are there any key projects or deadlines that impact hiring?
• How is candidate success measured at 90/180/365 days?
• Are there specific backgrounds or industries that are a plus or a must?

Frequently Asked Questions

Q: Who should use AI Interview Companion Intake?

A: AI Interview Companion Intake is ideal for hiring teams, recruiters, and anyone responsible for orchestrating structured, fair interviews in growing organizations.

Q: Can I customize the intake forms and interview plan?

A: Yes, AI Interview Companion allows customization based on your organization’s needs and the requirements of each unique role.

Q: What tools does AI Interview Companion integrate with?

A: It integrates with popular ATS, video conferencing, and scheduling tools for a seamless workflow