How to turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR): step-by-step guide with screenshots

Step 1: Open the Edit menu

Here's the transcript of an interview debrief at Willow Bend Physical Therapy. Hannah from HR and two interviewers went through Kira, a candidate for front desk lead, one must-have at a time. Let's copy the whole thing.

Step 2: Select all

On a keyboard, that's Control A.

Step 3: Open the Edit menu again

The whole transcript is highlighted.

Step 4: Copy it

That's Control C. The transcript is now on your clipboard.

Step 5: Switch to ChatGPT

Now switch over to ChatGPT.

Step 6: Click the message box

Before you paste the transcript, tell ChatGPT what you want out of it. Otherwise you'll just get a vague recap.

Step 7: Paste your request

Here's the request. It asks for four things: a three sentence summary, the decisions, a table of action items with an owner and a due date, and any open questions. The last line matters most: only use what's in the transcript, and write not stated when something is missing. That stops ChatGPT from guessing.

You're my recruiting assistant. I'm Hannah, the HR manager at Willow Bend Physical Therapy. Below is the transcript of today's panel debrief for Kira Delgado, who interviewed for Front Desk Lead. The must-haves for the role are: two or more years running a front desk, insurance verification, calming upset patients, and training other staff. Give me:
1. A three-sentence summary that scores her on each must-have (Strong, Partial or Not discussed), with a short quote from the interview as evidence
2. The decisions we made
3. The action items as a table: task, owner, due date
4. Open questions
Only use what's in the transcript, and only what's about the job's must-haves. Don't guess at age, family, health, religion or anything else that isn't job-related. If an owner or date isn't said, write "Not stated".

Step 8: Paste the transcript

In real ChatGPT, press Shift and Enter to start a new line first, because Enter on its own sends the message. Then Control V to paste.

00:00:02
Hannah Cole: Thanks for staying, both of you. This is the debrief for Kira Delgado, front desk lead. Um, let's go must-have by must-have and stick to what she actually said. Marcus, front desk experience?

00:00:15
Marcus Reed: Strong. Four years running the front desk at a dental office. I wrote down, quote, "I book about sixty patients a day across three providers."

00:00:27
Jess Okafor: And she asked how we book recurring visits, like twice a week for six weeks. So she gets how PT scheduling works.

00:00:36
Hannah Cole: Good. Insurance verification?

00:00:39
Jess Okafor: Partial, I'd say. She said, "I check eligibility the day before every visit." But she's never done referrals or authorizations. Dental didn't need them.

00:00:52
Marcus Reed: That's trainable, though. Jess could show her our referral process in a week.

00:00:58
Hannah Cole: Okay. Upset patients?

00:01:01
Marcus Reed: Strong. I asked about a billing complaint. She said, "I let them finish, then I tell them exactly what I'll do and when I'll call back." And she had a real example.

00:01:14
Jess Okafor: She also mentioned she has two little kids, so, I don't know, the early shifts...

00:01:20
Hannah Cole: Let's leave that out. It's not about the job, and we don't weigh it. We asked every candidate if the seven thirty start works, and she said yes.

00:01:30
Hannah Cole: Last must-have: training other staff. Did anyone get to that?

00:01:35
Marcus Reed: No, we ran out of time. That's a gap.

00:01:38
Hannah Cole: So, final round?

00:01:40
Marcus Reed: Yes. Final round with Dr. Patel, and let's make sure she asks about training a team.

00:01:47
Hannah Cole: Agreed, I'll set that up. And no offer until we've checked references. Jess, can you call her two references?

00:01:56
Jess Okafor: Sure, I'll call both.

00:01:59
Hannah Cole: Marcus, I need your written scorecard in the system by end of day tomorrow.

00:02:04
Marcus Reed: Will do. Oh, one more thing. She asked about pay, and she's looking for about two dollars an hour over our posted range.

00:02:13
Hannah Cole: Let's not decide that here. I'll ask Dr. Patel on Thursday if there's room. And I'll email Kira today so she knows where things stand. Thanks, both.

Step 9: Send it

Request on top, transcript below.

Step 10: Check the action items

Each must-have gets a score and, where there is one, a quote from the interview. Training other staff says not discussed: nobody asked. And the comment about her kids isn't there, because the request told ChatGPT to stick to the job. Now the action items table. Two due dates say not stated: nobody said when the final interview gets set up or the references get called.

Step 11: Click the message box

You were in the meeting, so you can fill in the gaps.

Step 12: Fill in the gaps

Tell it the missing dates: Hannah will set up the final interview by Thursday, and Jess will call both references by Friday.

Step 13: Send it

Step 14: Click the message box

Now every task has an owner and a date. Because ChatGPT still has the whole meeting in this chat, you don't need to paste anything again. Just ask for the next thing.

Step 15: Ask for the follow-up email

Now the email to Kira. Ask for a short, friendly note with only the next steps. The scores, the discussion and what she asked about pay stay with the team.

Now write a short follow-up email from me to Kira inviting her to the final interview. Friendly and plain, under 120 words. Only the next steps: leave out the scores, our discussion and the pay question.

Step 16: Send it

Step 17: Copy the email

There's your recap email: the decisions, who's doing what and by when, and what's still open. Read it once, change anything that doesn't sound like you, then click the copy button under it and paste it into your email.

Step 18: Start a new chat

Sometimes the transcript comes as a file instead, like a Word document someone emailed you. You don't have to open it and copy it. Start a new chat.

Step 19: Open the plus menu

Step 20: Add photos & files

Step 21: Pick the transcript

Your file browser opens.

Step 22: Open it

The file attaches to the message box. You can also just drag a file onto the chat.

Step 23: Ask for the summary

Now the same request as before, in one line.

Summarize this interview debrief for Front Desk Lead: score the candidate on each must-have (front desk experience, insurance verification, upset patients, training staff) as Strong, Partial or Not discussed with a quote, then decisions, action items with owner and due date, and open questions. Only job-related points. If an owner or date isn't said, write "Not stated".

Step 24: Send it

Either way, always check the owners and dates before you send the recap.