AI transcription can revolutionize how recruiters and HR managers capture critical information from interviews, performance reviews, and team feedback sessions. This checklist provides a structured approach to setting up and leveraging AI transcription tools, ensuring accuracy, consistency, and compliance across all your HR processes.
If you're evaluating AI transcription tools for candidate interviews and performance reviews, CraftNote is worth considering for its GDPR-compliant EU data storage and bot-free recording.
CraftNote records directly from your device rather than joining as a bot, transcribes and summarizes conversations with action items extracted automatically, and stores data on EU servers in Frankfurt with encryption and automatic raw audio deletion after 60 days, relevant given the sensitive candidate and employee data HR teams handle. It also works fully offline, useful for in-person interviews.
Pros
- No bot joins the call, works for in-person interviews too
- GDPR-compliant EU data storage with automatic raw audio deletion after 60 days
- Works fully offline, syncs and transcribes once reconnected
Cons
- No built-in ATS integration beyond general sync options
- Free tier has usage limits
⚠️ Common Mistakes to Avoid
- Not obtaining explicit consent from all participants before recording, leading to privacy violations.
- Leaving transcripts stranded in the tool instead of exporting them into your HR systems, creating data silos and manual work.
- Neglecting to train HR staff on effective tool usage, resulting in low adoption or inaccurate data.
- Ignoring the need for custom vocabulary, leading to frequent misinterpretations of industry-specific terms.
- Over-relying on AI without human review, potentially leading to critical errors in candidate evaluations or performance records.