My CRM Now Takes the Notes for Me: Calls, Meetings and Everything New Since June
I have been a solo recruiter for about 8 years, and if there is one part of the job I never managed to do well, it’s notes after a call.
You know how it goes. You finish a good call with a candidate, the phone rings again, you jump into the next thing… and by the evening you’re trying to remember what exactly they said about their notice period, or what you promised to send them. Or you do write everything down, and lose ten minutes after every single call.
So I taught my CRM to do it for me.
What happens now when I make a call
I call the way I always do: WhatsApp, the phone app on my PC, Teams, Zoom, or a Google Meet in the browser. The CRM notices the call, records it on my computer, and shows a small “● Recording” line at the bottom of the screen so I always know.
When I hang up, I get one notification. I open it and the notes are already there:
- a short summary of the call,
- what I promised to do, and what the other person promised,
- proposed tasks with dates (for example “send the job description on Monday”). I tick the ones I want and they go into my schedule.
Everything is filed in the right person’s history, together with the recording if I need to listen again. If the call was with someone the CRM doesn’t know yet, it simply asks me “who was it?”, and I pick the person from my candidates, clients or prospects.
It even noticed a no-show
The first real meeting I had with it switched on was a booked video call… and the other person never joined. I waited 17 minutes and then closed the meeting. The CRM understood exactly what had happened: instead of treating it as an empty call, it told me it was a no-show and how long I had waited. When the meeting is with someone already in the CRM, it also writes the no-show into their history and proposes a task to reschedule. Nothing for me to type. Small thing, but this is exactly the kind of detail that gets lost on a busy day.
About privacy, plainly
I know recording calls is a sensitive subject, so here is exactly how it works:
- It is off until you switch it on, and you have to confirm that you are allowed to record calls.
- The recording stays on your own computer, for as long as you choose (3, 6, 9 or 12 months), and then it is deleted.
- To write the call down, the audio is sent to Groq, using your own free Groq account. Groq doesn’t keep the audio by default, and you can switch on Zero Data Retention in your account. The written text then goes to Ollama Cloud to make the summary.
- Telling the other person that the call is recorded is your responsibility, the same as with any call recorder.
Nothing goes to my servers. I don’t see your calls, your candidates, or anything else.
Also new since June
- Recruiter’s Assistant: quick notes, today’s schedule, and specific suggestions based on how I actually work (always about a named candidate, client or job, never a vague “do better”).
- Candidate Finder: finds new candidates for a job from public profiles and scores each one before I import anyone.
- Communication Hub: email, WhatsApp, SMS, LinkedIn and now calls in one place, with emails I can schedule to send later.
- Winning new clients: campaign results per step, hiring-signal alerts on companies I’m watching, and a pipeline for potential clients.
- Placements: placed candidates are protected from new matches, with check-ins after 14, 30 and 90 days.
- Getting paid: invoices in several currencies and payment reminders prepared for me to send.
- Firefox: the browser extension now works in Firefox too, not only Chrome and Edge.
- A new User Manual: fully rewritten, explaining how to get the best out of every part of the program.
Try it
The Recruitment CRM is free to try for 30 days. If you’re a solo or small-agency recruiter and want to see it working, download it below, or book a short demo and I’ll show you how I use it every day.
