Every call is in the file
The summary is saved in the file of the candidate or contact person. That way a colleague can read back what was discussed, even if they did not make the call.
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AI phone call summaries
AI summarises every phone call and saves the summary in the file, so the whole team knows what was discussed.
What it is
Derec is a Dutch staffing agency for education. Its recruiters and account managers are on the phone with candidates and schools all day. They agree on a lot in those calls. I built a solution in which AI automatically writes a summary of every phone call. The summary is saved in the file and sent by e-mail to the colleague who made the call.
Phone callToday, 09:14
Call with AidenJust ended
Aiden's fileIn the recruitment systemSummary of phone call with Aiden
Phone callAutomatic
Aiden can start from week 32, mornings preferred. Agreed: two schools to follow this week.
What it improves
Nobody has to write anything down
AI writes the summary once the call is over. A colleague has nothing to type after hanging up and can go straight on to the next call.
A summary in the mailbox as well
The colleague who made the call gets the summary by e-mail as well. That way, after a day of calls, they can read back in their own mailbox what was agreed with whom.
The problem
BEFORE
Only one colleague knew what was agreed
Only the colleague who made the call knew what was discussed in it. The rest of the team only knew once that colleague wrote it down. Between two calls that often did not happen. As a result, a colleague who took over a candidate did not always know what had already been discussed.
THE USUAL SOLUTION
Why not a note after every call
Usually a team agrees that everyone makes a note after every call. On a busy day that is the first thing to be left undone. Every colleague also writes it down in their own way. The aim was therefore a summary nobody has to do anything for.
The solution
THE CALL
Calling as always
A colleague calls through the company's phone system, which already records the call. As soon as the call is over, Derec's system fetches that recording.
Call with AidenJust ended
THE TEXT
AI transcribes the recording
AI turns the recording into text and keeps the two speakers apart.
Speaker 1Are you available from week 32?Speaker 2Yes, mornings work best for me.Speaker 1I'll send you two schools this week.
THE SUMMARY
AI writes the summary
AI writes a short summary of what was discussed and agreed. AI skips a voicemail or a call without content.
VoicemailReal conversationNo contentWrong numberRecognised by AI
THE NOTE
In the file and in the mailbox
The summary is saved as a note in Carerix, the recruitment system the whole company works in. If the phone number is known, the note is placed with the right candidate or contact person straight away.
Phone callAutomatic
Aiden can start from week 32, mornings preferred. Agreed: two schools to follow this week.
PRIVACY
Not every call is summarised
The system skips calls between two colleagues. They are not transcribed. That way colleagues can simply keep calling each other. A voicemail or a wrong number does not lead to a note. The e-mail with the summary only goes to the colleague who made the call.
Candidate09:14 · 6 minSummarised
Colleague10:02 · 2 minSkipped
School11:30 · 9 minSummarised
Voicemail13:45 · 18 sNo note
How it works
From a phone call to a note in the file: along the way, the call passes through five places.
Colleague → Phone system · A phone call
A colleague calls as always
A colleague calls a candidate or a school, or is called. Nobody has to do anything else. The rest is automatic.
Phone system → Derec's system · The call has ended
The phone system reports it
As soon as someone hangs up, the phone system automatically sends a notice to Derec's system. If it was a call between two colleagues, it stops here.
Derec's system · Waiting for the recording
Then the system waits
The recording is not there straight after hanging up. That is why the system looks again after a minute. After that it waits a little longer each time, up to an hour and a half after the call at most. The system looks for the recording on the colleague's own phone. That way it is always clear whose call it was.
Derec's system → AI · The transcribed call
The call goes to AI
Once the recording is there, AI turns the call into text.AI first checks what kind of recording it is. Only a real conversation goes on.
AI → Recruitment system · The summary
AI → Colleague · The summary by e-mail
The summary goes two ways
AI writes the summary. It is saved as a note in the recruitment system. There the whole team can read the note back. At the same time the colleague gets the same summary by e-mail, with the date and time of the call.
What it runs on
- Phone system with webhooksRecords calls and reports when a call has ended.
- Speech-to-text AI with speaker diarisationTranscribes the recording and keeps the speakers apart.
- LLM with fixed instructions (prompt)Checks whether it was a real conversation and writes the summary.
- Carerix API integrationSaves the note in the file of the candidate or contact person.
The payoff
What was discussed in a callBeforeWas known only to the colleague who calledNowIs in the file as a note
After hanging upBeforeTyping a note yourself, if there was time for itNowNothing: the summary arrives automatically
A colleague taking overBeforeHad to ask what had been discussedNowReads the notes