Notes are how your team trades context on a candidate inside Recruiterflow — feedback after a screen, call summaries, sensitive details you don't want on the main profile. Tag a teammate, and they get an email; mark a note private, and only admins and tagged people can see it.
When to use notes
Reach for notes whenever something about a candidate matters to your team but doesn't belong in the structured profile fields. Common cases:
Capture call summaries and screening details so the next person picking up the candidate has full context.
Ask a teammate for feedback by @mentioning them — they'll get an email with your message.
Discuss compensation or any other sensitive detail in a private note, visible only to admins and people tagged in the thread.
Log conversations and decisions so they live alongside the candidate's other activity instead of getting lost in chat.
Use note templates to associate notes with specific jobs. Create a template with a job title field to ensure job-specific context is captured when leaving notes.
Add a note
Open the candidate's profile.
Go to the Notes tab.
Type your note. Use @ to mention a teammate — they'll be notified by email.
Mark the note private if it should only be visible to admins and tagged users. Otherwise, it's shared with the whole hiring team.
Save.
Use a note template to include job-specific fields like job title. This ensures notes are associated with the correct job for better context.
Example
A colleague finishes a screening call. They open the candidate's profile, go to Notes, paste their summary, and @mention you for sign-off. You get an email, jump back into the profile, and reply on the same note. The whole conversation lives on the candidate forever — no chat threads to lose, no separate doc to chase down.
Things to know
@mentions trigger an email to the tagged teammate. They can reply directly from the email or jump back into the candidate profile.
Private notes are visible to admins and anyone tagged in the thread. If you tag someone new later, they'll see the full history.
Notes stay attached to the candidate, so when you scroll back through their profile months later, the context is still there.
Notes aren't a substitute for structured fields. For preferred salary, location, or anything you want to filter and report on, use the dedicated profile fields.
Advanced Note Management Features
To ensure dual visibility of notes in both candidate and job profiles, create a Job Custom Activity in Settings > Custom Activities and enable the option to associate the most recent job.
Manually add candidate data to job postings by associating jobs with candidate profiles or filling out application forms on behalf of candidates.
Pinned notes and call logs are accessible under the Activities tab, displayed in chronological order for easy reference.
Use the Advanced Search feature to locate specific notes by entering keywords in the Text Search field.