AI screening and interview notes

AI can help you read applications and interviews. It gives each application a match score against the job, with a reason for each criterion. It can also turn an interview recording or transcript into a summary draft. AI only suggests: a person makes every hiring decision, and each decision is saved with that person's name and reason.

Contents: Who can use it · Turning it on · Setting the criteria · Scoring applications · Deciding on a score · Interview notes · Candidates: notice and opting out · Fairness · Privacy and safety · FAQ

Who can use it

It's on every plan.

• See scores: the role needs AI screening (List) on the Roles screen under AI in HR. You see scores only for applications you can already see in Hiring. A hiring team member who can't see every application sees only the jobs they're on.
• Score, set criteria, decide: the role needs AI screening (Run).
• See interview notes: the role needs AI interview notes (List). Without access to all interviews, you see only the notes for interviews where you're on the panel.
• Make interview notes: the role needs AI interview notes (Create). Panel members make notes for their own interviews. People who manage interviews can make notes for any interview they can see.

Roles that could already list applications, move candidates, list interviews or fill in scorecards get the matching permission.

Where: on a job, the AI screening tab. On an application, the AI match panel. On an interview, Interview notes.

Turning it on

Both features start off. An HR admin turns them on in AI in HR, on the Features tab, under Hiring:

• Candidate match scores for screening.
• Interview notes and summaries for interview notes.

Some countries have rules for automated hiring tools. In those countries, you have to read and accept a statement before you can turn a feature on. If a fairness report fails, screening stops until a person reviews the report.

Setting the criteria

Scores are based on the job, never on who the person is.

1. Open the job and go to AI screening → Criteria.
2. Add up to 15 criteria, for example "OSPF and BGP in production" or "Customer support experience".
3. Give each one a weight from 1 (nice to have) to 3 (most important).
4. Click Save.

A criterion about a protected attribute is refused, for example age, gender, religion, marital status, nationality, health or looks. If a job has no criteria, AI uses only the job title and description.

Scoring applications

• One application: open it and click Score with AI in the AI match panel.
• All of a job's applications: on the job's AI screening tab, click Score all. Scores fill in over the next few minutes. Candidates who asked for a review without AI are skipped, and the count is shown.

Each score shows:

• a number from 0 to 100 and a band: Strong (75 and up), Possible (50 to 74) or Weak (below 50),
• one line per criterion: Met, Partly, Not met or Unknown, with the evidence from the application,
• a short summary,
• the notice that AI helped and a person decides.

The AI screening tab lists the job's active applications with the highest score first. Applications without a score come last. This order is only a suggestion.

What AI reads: the job's criteria, title and description, plus the candidate's skills, current title, resume, cover letter and answers to the job questions. Before anything is sent, the name, email, phone number and links are removed. Photos are never read.

What AI never does: it never moves, rejects or advances an application, and a low score changes nothing. You move candidates on the board yourself, as usual.

Deciding on a score

Each score waits for a person's decision:

• Accept: you agree with the score.
• Edit: you give the score you think is right, from 0 to 100.
• Reject: you don't use the score.

Each decision needs a short reason and a tick to confirm that you reviewed it yourself. It's saved in the decision log with your name. You can't change a decision afterwards. To score again, run a new score. The newest one is the one that shows.

Interview notes

1. Open the interview and go to Interview notes → New note.
2. Upload the recording (MP3, WAV, M4A, OGG, OPUS, WEBM or FLAC, up to 100 MB), or paste the transcript.
3. Optional: choose the language of the summary.
4. Click Draft summary.

You get the transcript and a draft with a summary, strengths, concerns and follow-up questions. The candidate's name is removed before AI reads the transcript. AI doesn't rate the candidate or say whether to hire them. That's the interviewer's call. The recording isn't kept after the transcript is made.

The person who made the note decides on it with Accept, Edit (paste the version you kept) or Reject. Each decision needs a reason and a confirmation tick, and goes to the decision log. Then write your own scorecard as usual. The note is never copied into it for you.

To remove a note and its transcript, click Delete. Its maker or someone who manages interviews can do this. The decision log entry stays.

Candidates: notice and opting out

When screening or interview notes is on, the careers page tells applicants that AI helps read applications and that a person makes every decision. You can change this wording in AI in HR under Notices. Applicants can tick Review my application without AI.

A candidate can also ask by email or phone. On the candidate, click No AI for this candidate and save. To undo it, click it again.

For a candidate who opted out:

• Score with AI and interview notes show "opted out" and don't run,
• Score all skips them,
• people review the application as usual.

Fairness

Screening scores people, so fairness reports can test it:

• Synthetic people: made-up applicants who are alike in every way except gender or age group. They go through exactly the same steps as real applications.
• Past results: real scores grouped by the voluntary diversity answers applicants gave. Only the AI's recommendation counts here (a score of 60 or more), not what people decided later.

If a group is recommended much less often than another, the report fails and screening stops until someone reviews it.

Privacy and safety

• AI sees only work facts. Identifiers are removed first, and the organization's masking setting removes more.
• Scores and notes stay inside your organization. People see them only for applications they can already see.
• Every AI output and every human decision goes in the decision log, which you can export for an audit or a data request.
• Text in a resume or transcript that tries to give AI instructions is ignored.

Troubleshooting and FAQ

"This AI feature is not available: off". Turn the feature on in AI in HR → Features, for every country or for the job's country.

"…: held". A fairness report failed. Review it in AI in HR → Fairness.

"…: opted_out". The candidate asked for a review without AI. Review them without it.

"…: no_engine". Choose 9bx AI or your own AI provider in AI settings. For recordings, the speech engine must be available too.

Can I sort the board by score? The AI screening tab shows the suggested order. The board itself is unchanged.

Does a rejected score reject the candidate? No. It only records that you didn't use the score.