When to add a note

Notes are the human layer on a candidate profile. The AI handles the first read; notes handle everything the AI can't see directly:

• Your gut feel after a screening call.

• The hiring manager's offhand remark in Slack that you want to remember.

• A question you want to ask in the next interview round.

• A note about a reference call that hasn't happened yet.

• A reason for moving the candidate forward (or holding them) that should be readable to the team in three weeks.

Notes are not interview feedback. Structured interview feedback goes in scorecards, which are tied to specific stages. Notes are the running commentary alongside everything else.

Adding a note

From any candidate profile, scroll to the Notes & Evaluations section. There's a composer at the top. You can also open the composer from the actions panel by clicking Add Note.

Type your note. The composer supports:

• Basic formatting: bold, italic, lists.

• @mentions to notify a teammate (more on this below).

• Links: paste a URL and it becomes a clickable link.

• File attachments: drop in a screenshot, a reference doc, anything relevant.

Click Save to post the note. It appears at the top of the notes section immediately, and an entry lands in the candidate's timeline.

Private vs team-visible

Every note is one or the other. The toggle is in the composer, just below the text area.

• Team-visible notes are the default. Anyone with access to this candidate's role can read them. Use these for anything that should be part of the team's shared record.

  
  

• Private notes are visible only to you. Use them for early impressions you're not ready to share, draft thoughts, or anything you'd write in a notebook before deciding what to escalate to the team. Private notes still appear in your own timeline, so you have a record.

  
  

You can convert a private note to team-visible later by opening it and clicking Make visible to team. You can't go the other way: once a note is visible, it stays visible.

Mentioning teammates

Type @ and start a teammate's name inside the note composer. An autocomplete dropdown surfaces matching teammates. Pick one, and they get a notification with a direct link to the candidate profile and the specific note.

Mentions only work on team-visible notes. Mentioning someone in a private note has no effect (the @ stays as text; no notification fires).

Common mention patterns:

• @hiring_manager wants your take on this one to pull a hiring manager into the conversation.

• @recruiter can you book the follow-up? to hand off scheduling work.

• @anyone the answer to question 3 is concerning, thoughts? to surface a specific issue.

A mention doesn't change permissions. The mentioned person sees only what their role already lets them see.

Editing or deleting a note

Notes are editable for a window after they're posted (the default is 15 minutes). After that, they're frozen in place. The principle: the note as it was read by your team is the note that stays in the record.

If you need to correct a note that's been frozen, add a follow-up note that references the original. Don't try to rewrite history.

Deleting a note is more restricted:

• Your own notes. You can delete them within the editable window.

• Other teammates' notes. Only Admins and Owners can delete.

Deletion is logged. A timeline entry remains showing that a note was deleted, who deleted it, and when, even if the note itself is gone.

A brief note on scorecards

Scorecards are the structured cousin of notes. Where a note is free-form, a scorecard is a template tied to a specific stage, usually an interview or assessment review. Scorecards have rated criteria, required comments per criterion, and an overall recommendation.

Scorecards live in the same Notes & Evaluations section, but they're entered through a different flow (usually triggered by being assigned an interview). Detailed coverage of scorecards lives in the Your team category.