Enable transcription before your interview loop starts-not after a finalist emerges. You cannot reconstruct a lost recording. This guide covers Microsoft Teams and Zoom for EU hiring teams.
Microsoft Teams
Admin prerequisites
- Transcription must be allowed in Teams meeting policies (Microsoft 365 admin center).
- Cloud recording is typically required for automatic transcripts after the meeting.
- Confirm your organisation's retention policy-default storage may be 30–60 days.
During the interview
- Start the meeting as organiser (or co-organiser with recording rights).
- Open More actions → Record and transcribe → Start transcription (wording varies by Teams version).
- Alternatively start cloud recording-transcription often runs alongside recording.
- Tell candidates transcription is active for accuracy and fairness (see GDPR note below).
After the call
- Open the meeting in Teams calendar → Recordings & transcripts.
- Download the transcript (.docx or .vtt depending on export options).
- Store in your ATS or secure drive; redact unnecessary PII before wider sharing.
Zoom
Account settings
- Enable Cloud recording in Zoom web settings (admin).
- Enable Audio transcript under Recording settings-creates a VTT file with cloud recordings.
- Licensed hosts need cloud recording permission for automatic transcripts.
During the interview
- Click Record → Record to the cloud (local recording does not generate Zoom's auto-transcript VTT).
- Confirm the recording indicator is visible to all participants.
- Use a stable wired connection-dropped recordings cannot be transcribed retroactively.
After the call
- Wait for Zoom to process the recording (usually minutes to an hour).
- Download the .vtt transcript from the cloud recording details page.
- Certalytic accepts Zoom .vtt exports and Teams .docx transcript files for screening.
GDPR and consent (EU employers)
Inform candidates that interviews are recorded and transcribed for hiring evaluation. Document lawful basis and retention in your privacy notice. Prefer EU-hosted storage for candidate data where possible.