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BrightHire Notetaker Zoom App

Instructions to set up the BrightHire Notetaker Zoom App so BrightHire can record your Zoom interviews

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Written by Julio Cabrera

Welcome to our guide on setting up the BrightHire Notetaker to enhance your experience with BrightHire!
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This guide will walk you through each step to ensure you're fully set up for success. Before we get started, please confirm that you have admin access to both your BrightHire and Zoom accounts to facilitate a smooth setup process.
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BrightHire has two Zoom integrations:

  • The Zoom Notetaker App (explained in this article).

Before you start:

  • Use a service account. We recommend installing from a shared company account rather than a personal one. If the app is installed from an employee's account and that person leaves, the integration can break.

  • Check your permissions. The person installing needs to be both a Zoom Admin and a BrightHire Site Admin.

  • Start from BrightHire, not the Zoom Marketplace. Always begin the Notetaker app install from your BrightHire Zoom settings. Installing from the Marketplace can cause the integration to break.

  • Use the Zoom recording disclaimer to install the app. The Notetaker Zoom App can only be installed when the Zoom recording disclaimer is selected. It isn't supported with the Chat Disclaimer. To use BrightHire's latest features, including fraud detection, you'll need to switch to the Zoom recording disclaimer.

  • Apply settings org-wide. Enabling settings for specific user groups often means new interviewers aren't recorded later, so we recommend enabling them for the whole organization.

Overview

  1. This integration is installed at the organization-level and is required for our notetaker bot to record Zoom meetings.

  2. Your interviewers will see a third participant, the BrightHire Notetaker, ask to join and record their Zoom interviews.

  3. It is an account-level install and requires a couple of Zoom settings to be enabled.

  4. BrightHire is only able to record meetings that the BrightHire Notetaker is actively a participant in. The BrightHire Notetaker can be removed at any time to delete the recording and prevent further recording.

Setup

Step 1 - Enable the Notetaker in BrightHire (Required)

  • Navigate to the Zoom Notetaker settings page.

  • Check the box - 'Enabled'

  • Under Disclaimer, select Use the Zoom recording disclaimer dialog box. With this option, participants see Zoom's native recording disclaimer when they join. This option requires the Zoom settings in Step 2 and the Notetaker Zoom App in Step 3.

  • White label the Notetaker (Optional). This can be done in the "Customization" tab in the same page.

    • Defaults:

      • Notetaker Name = [Your org's name] Notetaker

      • Logo = BrightHire Logo

Step 2 - Zoom Settings (Required)

  • BrightHire uses Zoom’s recording capabilities to capture the session (video, audio, and shared screen content) and route it to BrightHire’s cloud for AI-driven transcription, analysis, and storage.

  • Zoom requires the “Record to computer files” setting to be enabled to allow external integrations like BrightHire to access and use the recording functionality.

  • “Record to Computer Files” Setting: This setting allows recording functionality to be used by any integration, including BrightHire, but it does not mean recordings are saved to local devices by default. Recordings are securely stored in BrightHire's cloud.

  • Zoom Setting: Go to Recording, enable "Record to computer files," and click the lock icon to lock it for all users in your account.

    We recommend enabling this setting for your whole organization rather than for specific user groups. If it's only enabled for certain groups, new interviewers added later may not be recorded.
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  • Grant internal and external meeting participants permissions to join and participate in recordings.

  • If your organization uses passcodes to protect meetings, ensure those passcodes are embedded in the meeting link. This allows BrightHire to join and record without requiring manual passcode entry.

Step 3 - Install the BrightHire Notetaker Zoom App (Required)

The BrightHire Notetaker Zoom App eliminates the need for the host to grant recording permission to the BrightHire Notetaker in every meeting. This app needs to be installed 1 time and will apply to all users.

Prerequisites

  • You are a BrightHire Site Admin

  • You are logged into BrightHire

  • You are a Zoom Admin

Steps

  1. Navigate to this BrightHire Settings Page

  2. Click "Add to Zoom"

  3. Follow the Zoom installation process. On the permissions screen, under Optional Permissions, check the box next to "View meeting participants' metrics", then click Allow. This permission is required to feed integrity signals (Session Enrichment and Metadata Fraud Signals) to BrightHire. Learn more in this article.

  4. Clicking 'Allow' will redirect you back to the BrightHire Zoom settings page, where you should see a green checkmark if the app has been installed correctly

Best Practices for Reliable Operation

  • Use Unique Zoom Meeting Links: Avoid reusing the same Zoom meeting link for multiple interviews. Schedule each interview with a unique Zoom link to prevent conflicts and ensure proper functionality.

  • Allow Participants to Join Before the Host: Enabling this setting ensures that the BrightHire notetaker can join the meeting on time, even if the host has not yet started the meeting.

Troubleshooting Common Issues

If BrightHire fails to join or record a Zoom meeting, consider the following troubleshooting steps:

  1. Verify that each interview has a unique Zoom meeting link.

  2. Check that the passcode is embedded in the meeting link if passcodes are required.

  3. Confirm that the necessary Zoom settings for BrightHire are enabled.

  4. Ensure that the "Join Before Host" setting is turned on if you experience delays in BrightHire joining the meeting.

Feel free to reach out to [email protected] with any questions!

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