Conducting Intake Meetings

Quickly define a role by recording a conversation with your hiring manager. Lavalier listens to your intake meeting and extracts role details — like responsibilities, skills, and experience requirements — in real time.

What Is an Intake Meeting?

An intake meeting is a recorded conversation between a recruiter and a hiring manager to define what a role needs. Unlike a candidate interview, there's no candidate involved — it's just your team aligning on the requirements.

Lavalier records and transcribes the meeting, then automatically extracts role details from the conversation so you don't have to take notes and manually build the role afterward.

Starting an Intake Meeting

You can start an intake meeting from several places:

From the Roles page:

1. Go to Roles in the left sidebar
2. Click New Role and select Record Intake

From a role's detail page:

1. Open the role you want to define
2. Click Record Intake in the role header

From the Interview Calendar:

1. Open the toolbar menu on the Interview Calendar tab
2. Select Record Intake

After clicking Record Intake, you'll see the Record Intake Meeting dialog:

1. Enter a Role Title (or confirm the existing one)
2. Choose your Meeting Type — Virtual Interview, In-Person Interview, or Phone Call
3. Add Participants if needed
4. Click Start Meeting

Tip: Meeting types work the same as candidate interviews — Virtual joins your video call automatically, Phone dials the number you provide, and In-Person records using your computer's microphone.

During the Meeting

Your screen splits into two panels:

Role Preview (left side) — As you talk, Lavalier extracts role details and displays them in real time. You'll see sections for responsibilities, skills, technologies, work style traits, education, and experience fill in as the conversation progresses. You can edit any of this data directly during the meeting.

Questions & Notes (right side) — Your prepared intake questions appear here, along with a notes section. Take notes and add markers just like you would in a candidate interview.

When you're done, click End Meeting. Lavalier processes the recording and prepares your results.

After the Meeting

Once processing is complete, you'll see:

• Meeting Summary — An AI-generated overview of what was discussed
• Draft Role Details — The extracted role information, ready for your review

If you started from an existing role, click Apply to Role to save the extracted data. You'll be asked to confirm — selecting Update Role applies the details.

Note: Applying extracted data will overwrite existing role details. Review the draft before applying.

If you started without a role, you'll see two options:

• Save Draft to Finish Later — Creates the role as a draft so you can refine it before opening it up
• Mark as Ready for Interviews — Creates the role and marks it as ready to start adding candidates

You can return to a past intake meeting anytime by clicking View Intake from the role's detail page.

What Happens Next?

Once your intake meeting is complete and you've applied the role details, you can:

• Prepare Interview Questions — Set up questions for candidate interviews
• Customize Interview Stages — Tailor the interview process for this role
• Generate Job Post — Create a job listing from your role details
• Schedule Interview — Start interviewing candidates