Pilot a recruiting AI note taker on a small set of representative, approved conversations and evaluate the finished work. Define what would make the pilot successful before starting: capture compatibility, useful output, manageable review, and a verified destination.
Choose representative workflows
| Pilot case | What it tests |
|---|---|
| Candidate screen | Evidence, practical details, and unknowns |
| Client intake | Requirements, disagreement, and decisions |
| Follow-up conversation | Corrections and changed information |
| Handoff test | Correct destination and readable final record |
Start with fictional test conversations for configuration. Use real material only through the agency's approved process. The table is a pilot design, not a promise of a particular sample size or result.
Define the review criteria
Write down the required sections and consequential facts the reviewer will check. Record whether each issue came from capture, interpretation, formatting, or transfer. This makes the result more useful than a single satisfaction score.
Fictional failure: the summary reads well but changes “prepared delivery reports” into “led delivery.” That should count as a material correction even if the reviewer likes the layout.
Compare effort fairly
Measure capture setup, review, corrections, formatting, and destination work. Compare similar conversation types and complexity. Do not compare a difficult historical case with an unusually simple pilot call and call the difference a saving.
Track failed or unusable outputs as part of the workload. Excluding them can make the process appear more efficient than the team experiences it.
Make a bounded rollout decision
At the end, state which workflows passed, which need changes, and which are unsupported. A successful Teams intake does not validate phone screens. A useful custom write-up does not prove an ATS connector is ready.
Use the buyer guide to shortlist options and acceptance tests for a handoff. Recruit Recap supports selected Meet, Teams, and Zoom meetings through a visible opt-in bot, with custom write-ups for recruiter review. ATS integrations are scoped on demand. Bring one of your approved output formats to a demo and use the pilot to establish fit rather than assuming it from a feature list.