Conducting Intake Meetings

Quickly define a job by recording a conversation with your hiring manager. Lavalier listens to your intake meeting and extracts job 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 job 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 job details from the conversation so you don't have to take notes and manually build the job afterward.

Starting an Intake Meeting

You can start an intake meeting from several places:

From the Jobs page:

1. Click Jobs in the top navigation bar
2. Click New Job and select Record Intake

From a job's detail page:

1. Open the job you want to define
2. Click Record Intake Meeting in the job header. This button appears while you're editing a job that doesn't have an intake meeting yet.

From the Interview Calendar:

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

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

1. Enter a Job 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:

Job Preview (left side) — As you talk, Lavalier extracts job 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 Job Details — The extracted job information, ready for your review

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

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

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

• Save Draft to Finish Later — Creates the job as a draft so you can refine it before opening it up
• Done Editing Job Details — Creates the job and marks it as ready to start adding candidates

You can return to a past intake meeting anytime by clicking the Includes Intake Meeting chip on the job's detail page.

What's next?

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

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