> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mavioapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Interview Documentation Workflow

> A complete HR workflow for recording candidate interviews, generating structured evaluations, and maintaining consistent documentation.

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.

## 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

## Prerequisites

* Mavio **Team** plan
* [Zoom](/guides/setup-zoom-integration) or [Google Meet](/guides/setup-google-meet) connected
* Google Calendar connected for auto-join
* Interview scheduling tool (Greenhouse, Lever, Ashby, or Google Calendar)

## Set up the interview workflow

<Steps>
  <Step title="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

    <Note>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.</Note>
  </Step>

  <Step title="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.

    <Tip>A structured template ensures every interviewer captures the same data points, reducing bias and making comparisons between candidates easier.</Tip>
  </Step>

  <Step title="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.
  </Step>

  <Step title="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**.
  </Step>

  <Step title="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

    <Warning>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.</Warning>
  </Step>
</Steps>

## 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.

## 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

<CardGroup cols={2}>
  <Card title="Privacy mode for sensitive interviews" icon="shield-halved" href="/guides/privacy-mode-setup">
    Process interview recordings on-device for maximum confidentiality.
  </Card>

  <Card title="Team workspace setup" icon="users" href="/guides/team-collaboration">
    Configure your team workspace and member permissions.
  </Card>
</CardGroup>