If a meeting bot cannot join, confirm the selected meeting and the host's approved settings, then use the agency's fallback note process if capture remains unavailable. Do not assume a transcript exists or try to bypass a host's restriction.
Diagnose the situation calmly
| Check | Question |
|---|---|
| Meeting selection | Was the intended meeting selected for capture? |
| Platform | Is the meeting type supported? |
| Host control | Has the host allowed the approved capture method? |
| Timing | Did the bot miss part or all of the conversation? |
| Fallback | Who will make and review the manual note? |
These are general workflow checks, not a product-specific error-code guide. Use the actual tool's support instructions for a technical fault.
Preserve the candidate conversation
Avoid spending the entire screen troubleshooting while the candidate waits. Explain the process in ordinary language and follow the agency's agreed approach. If the meeting proceeds without capture, take appropriate manual notes and verify important details at the close.
Fictional recap: “We discussed implementation experience and agreed to confirm interview availability by email. The first part of the call was not captured.” That limitation matters if someone later treats the note as a complete record.
Label incomplete sources
If capture starts late, distinguish the captured segment from information reconstructed by the recruiter. Do not manufacture transcript timestamps or quotations for the missing portion. Mark uncertain details for follow-up.
An AI-generated output based on a partial recording may still sound complete. Check whether it omits earlier context or makes a conclusion from only the last part of an answer.
Review the recurring cause
If the same client-hosted meeting setup repeatedly prevents capture, address compatibility during onboarding. The agency may need an approved alternative process rather than repeated last-minute troubleshooting.
Recruit Recap supports selected Meet, Teams, and Zoom meetings through a visible opt-in bot. Use capture-method evaluation before rollout and the screening notes template for fallback documentation. This guide does not imply botless recording, recovery of uncaptured audio, or permission to record a meeting against the host's restrictions.