Intake

Intake is Juicebox’s intake system for hiring manager kickoff calls. It records and transcribes the meeting, surfaces real time talent pool insights while you talk, and turns the conversation into context you can use for search and sourcing, all without taking notes by hand.

​

Why use Intake

Recruiters in hiring manager meetings are usually heads down taking notes. Intake handles that for you and adds context you would otherwise have to dig up yourself:

• Live insights. When a hiring manager sets a requirement, Intake shows you what the talent pool actually looks like in real time. If they ask for a PhD and that narrows the pool to a handful of candidates, you will see that during the call, along with sample profiles you can react to together.
• Automatic notes and transcription. The full conversation is captured and transcribed so nothing gets lost.
• Context for agents. Everything the hiring manager discussed can flow directly into your search and sourcing, so your agents start with the full picture.
• One place for hiring notes. Intake keeps the transcript, notes, and insights together instead of scattered across docs and chats.

​

1. Open the Intake tab

Open the project you are hiring for and click Intake in the project sidebar. Every intake for that project lives here.

​

2. Add an intake

Click Add Intake to add intake notes to your project. You can start from scratch, clone existing notes, or choose a template.

• Start from scratch. Write your own notes and Juicebox parses the details after your intake call.
• Clone an existing intake. Duplicate an intake note you have already written and make edits.
• Choose a template. Start your new intake note with a template from Juicebox or from your organization.

Templates guide what Intake listens for and how notes are structured. You can use a Juicebox template or build your own so every intake covers the data points your team needs. Templates can come from Juicebox or be built by anyone on your team, and they are shared across your organization so everyone can work from the same structure

​

3. Pick how you are recording

With your notes in place, choose how the meeting gets captured.

​

Record in Juicebox

Click Start recording on the intake to record straight from your browser.

​

Paste a meeting link

If no meeting is attached to the intake, click paste a meeting link and add your Zoom or Google Meet link. Intake joins that meeting and records it for you.

​

Choose a meeting from your calendar

If your calendar is connected, pick the scheduled meeting from the dropdown on the intake. The event is linked to your notes, and you can swap it any time with Change meeting. Connect your mailbox from Integrations so Intake can see and join your scheduled meetings. Calendar access uses a subset of the mailbox permissions Juicebox already uses, so if your mailbox is already connected there is nothing extra to approve. Intake works with Zoom and Google Meet. When the meeting starts, Juicebox joins the call as a participant named Juicebox Notetaker and begins recording.

​

4. During the meeting

Once the meeting starts, Intake records and transcribes the conversation so you can stay in the discussion instead of typing. Live insights on the talent pool appear next to your notes as the hiring manager describes the role, filling in categories like location, job title, and years of experience as they come up, along with pool size and sample profiles you can react to together. Insights keep refreshing as more requirements surface, and if a few minutes pass without a key detail, Intake suggests which criteria would help narrow or broaden the pool. Your structured intake notes are generated once you end the recording. You can send an insight or a list of potential matches straight into the meeting chat, so the hiring manager can react to real profiles while you are still on the call. You can still take your own notes during the call, including observations you would not say out loud to the hiring manager. When the meeting ends, Intake combines your manual notes with the transcript, so the final notes include both what you wrote and what was discussed. The transcript does not currently identify individual speakers, so you will see everything that was said without names attached to each line.

​

5. After the meeting

When the call ends, everything lands in one place: an AI summary of the conversation, the full transcript, and your intake notes filled in and ready to go. Each note links back to the moment in the transcript where it was discussed, so you can check the original context. From there you can:

• Start an agent to begin sourcing with the hiring manager’s requirements already built in, or calibrate an agent you have already set up
• Start another recording if the conversation continues on a follow up call
• Reference the notes from Ashby, if the role already exists there
• Delete the intake if you no longer need it

Because the intake already holds the context from the call, you can move from the agent into search and sequences without re-entering what the hiring manager told you.

​

Permissions

Intakes follow the permissions of the project they belong to. Anyone with access to the project can see its intakes.

​

Privacy and data handling

• Audio and video files are deleted automatically 72 hours after the meeting.
• Only the transcript is kept, and it is what informs your notes, search, and agents.
• Intake conversations are not used for training.

​

Admin controls

Admins can turn recording on or off for their organization in Account Settings. If recording is turned off, you can still use Intake. Start an intake from a template, type your notes during the call, and calibrate an agent from those notes.