How to Use AI During a Teams Interview

AI can help interviewers prepare better questions, take structured notes and follow up on agreed next steps after a Microsoft Teams interview. The most useful place for AI in a hiring process is before and after the call, with targeted assistance during the conversation where it has been disclosed to the candidate.

Consistency matters in hiring, and that is where AI adds the most value. A reusable rubric means every candidate is assessed on the same criteria. Tools like fenbs keep those rubrics, scoring guidelines and agreed follow-up steps in a shared record any connected assistant can read before the next interview.

Disclose AI use before the interview

If you plan to use AI to take notes or assist during the call, tell the candidate before the meeting starts. This applies whether you are the interviewer or the candidate. Consent and transparency protect both sides and are increasingly expected by candidates in professional hiring processes.

Keep the disclosure simple: explain what tool is running, what it captures, and how the notes will be used. If your organization has a data handling policy for interview records, follow it. Candidates in some US states have rights over automated processing in hiring decisions; the Equal Employment Opportunity Commission (EEOC)↗ (opens in a new tab) publishes guidance on AI in employment that is worth reviewing.

Prepare questions and rubrics with AI before the call

Preparing before the interview is where AI saves the most time. Use it to draft a question set tied to the role's requirements, then review and edit the questions yourself. A well-prepared set of questions makes the interview more useful and the notes easier to compare across candidates.

• Draft five to eight role-specific questions and ask AI to add follow-up probes for each one.
• Build a simple scoring rubric: a short description of what a good, acceptable and poor answer looks like for each question.
• Save the approved question set and rubric as a reusable prompt or template so every interviewer on the team starts from the same version.
• Review the questions for bias before using them. AI-generated questions can reflect patterns in the training data.

For how to store reusable prompts and templates in a shared record, see AI memory for teams. For guidance on how AI assistants connect to a shared workspace, see the apps for teams guide.

Using AI for notes during a consented Teams interview

If you have disclosed AI note-taking and the candidate has agreed, an AI assistant or Teams transcription can capture the conversation. Keep the following in mind during the call.

• Use AI notes as a memory aid, not as a scoring tool. The rubric score should come from your judgment as an interviewer.
• Do not narrate or comment into the transcript in a way the candidate cannot see. Keep your use of AI transparent and consistent with what you disclosed.
• If something in the transcript is unclear, note the timestamp and check the recording before writing it into your evaluation.

Reviewing notes and agreeing next steps after the interview

After the call, review the AI-generated notes or transcript while the conversation is fresh. Score the candidate against the rubric, note what stood out and record any open questions that the hiring team still needs to answer.

Agreed next steps, such as a second interview, a reference check or a decision deadline, should go somewhere the whole panel can see them. Leaving follow-up steps in a personal chat or a private document creates gaps when a team member is away. For broader AI-use guidelines in small teams, AI agent governance for small teams is a useful reference.

If the panel includes more than one interviewer, share your scoring and notes before the group discusses the candidate. Independent scoring before a discussion reduces the risk of one person's impression anchoring the rest of the panel's assessment. Record the agreed outcome and the reason before the session ends.

How to do this with fenbs

1. Create a free account and add a project for the hiring process.
2. Save the approved question set and scoring rubric as a Skill so any interviewer on the team can read the same version.
3. Add agreed decisions to Decisions and rules, for example the role requirements or any agreed screening criteria.
4. After each interview, add follow-up tasks to the board with a clear owner and a deadline.
5. Connect your AI assistant via Integrations so it reads the rubric and open tasks before preparing for the next round.

When AI in a Teams interview creates problems

If a candidate objects to AI note-taking, stop the recording and take notes manually. Insisting on AI notes after an objection is poor practice and may carry legal risk, depending on your state's employment laws.

Avoid using AI to make the hiring decision itself. AI should inform and organize the process; the final decision belongs with the hiring team. For a separate look at how AI helps when the interview is about AI for your team, see AI for interviews.