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This guide sets up a structured interview documentation workflow for HR and hiring teams. Every interview is recorded, transcribed, and summarized with consistent evaluation criteria so your hiring decisions are data-driven and well-documented.

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What you will build

  • Automatic recording of all interview meetings
  • Structured AI summaries tailored for candidate evaluation
  • A shared interview library organized by role and candidate
  • Consistent evaluation scoring based on predefined criteria
  • Compliance-friendly documentation and retention policies

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Prerequisites

  • Mavio Team plan
  • Mavio browser extension or desktop app installed to record your calls
  • Google Calendar connected for auto-join
  • Interview scheduling tool (Greenhouse, Lever, Ashby, or Google Calendar)

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Set up the interview workflow

1

Create an interview recording rule

Go to Settings > Recording > Auto-join rules and create a rule:
  • Filter: Calendar events containing keywords “interview”, “screening”, “debrief”, or “panel”
  • Or filter: Events from your ATS calendar integration
  • Action: Auto-join and record
Ensure your organization’s interview consent policy is communicated to candidates before the interview. Many jurisdictions require informing participants that a meeting is being recorded.
2

Create an interview summary template

Navigate to Settings > AI > Summary templates and create a template called “Interview”:
  • Candidate overview — name, role applied for, interview stage
  • Technical assessment — skills demonstrated, technical depth, problem-solving approach
  • Behavioral signals — communication style, collaboration indicators, cultural fit
  • Experience relevance — how their background maps to the role requirements
  • Concerns or red flags — areas that need further exploration
  • Strengths — standout qualities and accomplishments
  • Interviewer questions asked — topics covered during the interview
  • Candidate questions — what the candidate asked (signals their priorities)
  • Recommended next steps — proceed, further evaluation, or decline
Apply this template to meetings matching your interview filter.
A structured template ensures every interviewer captures the same data points, reducing bias and making comparisons between candidates easier.
3

Set up the hiring channel

Create a Mavio channel called Hiring under Settings > Team > Channels. Create sub-channels for each open role (e.g., “Senior Engineer”, “Product Manager”). All interview recordings and notes are automatically organized into the appropriate channel.
4

Configure team sharing

Set sharing rules so the hiring panel has access:
  • Interview notes are shared with all interviewers for that candidate
  • The hiring manager sees all interviews for their open roles
  • Individual interviewers see only their own interviews plus the shared debrief
Configure this under Settings > Team > Sharing > Channel-based sharing.
5

Set up data retention

Interview recordings often have legal retention requirements. Configure under Settings > Privacy & Security > Data retention:
  • Retention period — keep interview recordings for 12 months (adjust per your legal requirements)
  • Auto-delete — automatically remove recordings after the retention period expires
  • Legal hold — flag specific recordings that should be preserved indefinitely
Check with your legal team about recording retention requirements in your jurisdiction before configuring auto-delete. Some regions require specific retention periods for hiring documentation.

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Running the interview debrief

After all interviews for a candidate are complete, use Mavio AI to prepare for the debrief:
  1. Open the hiring channel for the role
  2. Ask Mavio AI: “Summarize all interviews with [candidate name] and compare interviewer assessments”
  3. Mavio AI generates a consolidated view showing:
    • Consensus strengths across all interviewers
    • Diverging opinions with specific quotes
    • Coverage gaps (topics no interviewer addressed)
    • An overall assessment summary
This saves the hiring panel significant preparation time and ensures the debrief is grounded in actual interview content rather than memory.

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Maintaining compliance

Mavio helps your hiring team stay compliant:
  • Consent tracking — Mavio can display a recording notice at the start of each interview
  • Redaction — remove sensitive personal information from transcripts before sharing
  • Access control — restrict interview data to authorized hiring team members
  • Audit log — track who accessed each interview recording and when

Privacy mode for sensitive interviews

Process interview recordings on-device for maximum confidentiality.

Team workspace setup

Configure your team workspace and member permissions.