Interview recording consent features compared: which hiring platforms ask candidates first?

As of October 2026, the hiring platforms that ask candidates before recording do it in two ways. ATS notetakers collect consent during scheduling: Ashby's AI Notetaker puts a disclosure and opt-out link in calendar invites and can require opt-in by candidate location, and Greenhouse Notetaker only joins when the candidate has consented through its scheduling flow. Meeting platforms ask in the call: Microsoft Teams, Zoom and Google Meet can each hold a participant until they agree, but only when an admin switches it on. Phone screens and calls hosted by someone else fall outside most of these, which is why a spoken line is still needed.

We make Interview Signal, one of the tools below; everything about the other products comes from their own sites, linked and dated. For what to actually say, use our interview recording consent script; this page compares the machinery.

How do hiring platforms deliver notice and consent?

From each vendor's own help center, admin documentation or product pages, as of October 2026.

Sources, as of October 2026: Ashby recording consent management and terms for AI features; Greenhouse Notetaker setup and security and privacy FAQ; BrightHire AI interview notes and compliance and security; Metaview privacy and privacy configurations; HireVue 2026 explainability statement; Microsoft participant agreement; Zoom recording consent, consent disclaimer and custom AI message; Google participant consent and April 2026 announcement; Fireflies recording consent; Fathom recording consent; Otter Enterprise admin controls; Interview Signal consent features. We could not open Lever's help articles on its interview transcripts, so Lever is not in the table.

Which approach is strongest: consent at scheduling or in the call?

They solve different problems, and the best setups use both.

• At scheduling (Ashby, Greenhouse, Metaview's form) gives the candidate time to decide without pressure and produces a record before anyone is on the call. Ashby's location overrides are the most precise: its help page says they "allow you to satisfy different compliance needs (by location, for example)," such as opt-in for candidates in stricter regions and opt-out elsewhere.
• In the call (Teams, Zoom, Meet) reaches everyone actually present, including a panelist or candidate who joined from a forwarded link. Teams' version is the most complete on paper: it blocks speaking until the person answers and writes the answer to the audit log.

The weak point of scheduling-based consent is anything scheduled elsewhere. Ashby says recording eligibility is limited to "Zoom, Google Meet, Microsoft Teams," and Greenhouse's consent runs through its self-schedule and availability flows, so a screen booked by phone or a call on a client's link never sees the notice. The weak point of in-call prompts is that they are off by default and belong to the host's account. The three meeting platforms are compared in more depth, including who receives their AI summaries, in Zoom vs Teams vs Gemini for interview notes.

Does an opt-out really disable recording?

In the ATS tools, yes, with timing caveats. Ashby says that "once a candidate opts out, any scheduled recordings are canceled and automatically disabled for any future interviews," and updates existing invites to remove the disclosure. The reverse is not automatic: a candidate who opts in through the link does not switch recording on for that interview; the organizer has to. Greenhouse removes a scheduled notetaker automatically if consent is withdrawn before the call, but if the candidate objects mid-interview, the interviewer must remove the bot from the interview kit or the meeting's participant list.

HireVue is a different case. Its explainability statement describes consent to AI evaluation, not to recording: candidates who opt out "complete the same Hirevue assessment experience, but their responses are not scored by AI." That matches what Illinois requires before AI analyzes recorded video interviews: notice, an explanation of how the AI works, and consent (820 ILCS 42/5; see our Illinois AI Video Interview Act guide).

Who is responsible if the platform's notice falls short?

You are. Ashby's terms make the customer "solely responsible for" providing "all legally required disclosures to, and obtaining any required consent from, interview participants for recording and transcription," and for "honoring participants' opt-out requests by disabling AI Notetaker or offering a non-recorded process." Greenhouse's FAQ frames each consent question as a "Customer Action." Fireflies says that if you disable a consent signal, "you are responsible for informing participants." Metaview's desktop app help says, "You are responsible for telling participants and respecting their recording preferences."

In states that require every party's consent, a notice in an invite that the candidate never opened may not be enough on its own; see two-party consent states and is it legal to record a job interview. This is general information, not legal advice.

What gaps still need a spoken script?

1. Phone screens. Ashby's and Greenhouse's notetakers cover video meetings. Teams auto-consents phone participants in one-to-one calls, and Google Meet auto-consents people who dial in.
2. Calls you do not host. In-call prompts follow the host's settings. An agency recruiter on a client's Zoom inherits whatever the client configured.
3. Bot-free and desktop tools. Nothing appears in the meeting, so the notice is entirely yours. Interview Signal's consent step is built around that: a line to read aloud and a one-click pause.
4. A second tool. A candidate who opted out in your ATS can still be captured by a hiring manager's own note taker. The Ashby notetaker guide calls this the check teams miss most.
5. Changing minds. A candidate who agreed by email can object in the call. Know which button stops capture in every tool you use.

How do you set up consent across your hiring stack?

1. List every way an interview gets captured: ATS notetaker, meeting platform AI, personal note takers and phone recording.
2. In the ATS, choose opt-in or opt-out by location, write the disclosure in plain language, and add the interviewer disclosure so panelists know.
3. In each meeting platform you host on, turn on the in-call consent setting for the recruiting group.
4. Give every interviewer one spoken line for the start of each call, including phone screens.
5. Decide where consent is recorded when the platform logs nothing, for example a one-line note on the candidate record; the consent script page has a log format.
6. Test the opt-out: book a dummy candidate, opt out, and confirm no tool joins or records.