What this feature does and when to use it?
Notes in Recruit CRM help you log conversations, updates, and activities directly on candidates, companies, jobs, or contacts. You can also use them to keep your team aligned, especially when working across multiple records or collaborating on the same candidates or clients.
From the Notes section, you can:
• Add notes to individual records or multiple records at once
• Mention teammates to notify them via email with a link to the record
• Pin important notes so they stay visible at the top
• Edit or delete notes as information changes
• Associate a single note with multiple records
• Customize note types for better organization and reporting
• Search and filter notes to quickly find relevant information
This is especially useful when you want to standardize note tracking, maintain clear communication across your team, and easily review important updates whenever needed.
Before You Begin:
Notes can be added to Candidate, Contact, Company, Job, and Deal records.
Bulk note actions are available from the Candidates and Contacts list page.
Customizing note types is restricted to users with access to the Admin Settings on the Business plan and above, or users with the Admin role on the Pro plan.
The total of customised note types, call types, and meeting types which can be created is 30.
Step-by-Step Instructions
Add a Note to a Record
Open the specific record you want to add a note to. You can navigate to Candidates, Companies, Contacts, Jobs, or Deals from the main navigation.
On the record's profile/details page, click the Note icon on the right-hand side Activities panel. It is the first icon in the activity section.
Type your note in the text area. Optionally, select a note type from the Select Note Type dropdown to categorize the note.
Click Add to save. The note will be attached to that record immediately.
Bulk Add Notes to Multiple Candidates
If you need to log the same note for several candidates or contacts at once, use the bulk note action from the list page.
Go to the Candidates or Contacts list page.
Select the records you want to add the note to by checking the box next to each name.
Click Add Note from the action bar that appears at the top of the list.
Enter the note text and click Add Note. The same note will be added to all selected record profiles.
📌 Note: Bulk adding a note applies the same text and note type to every selected record. It is best suited for common updates, not personalized feedback.
Mention Teammates in a Note
You can notify a teammate about a record directly from the Notes section. This is useful when you need someone to review a profile or take action on a specific record.
While typing a note, enter the @ symbol followed by your teammate's name.
Select the teammate from the suggestions dropdown that appears.
When you save the note, the teammate receives an email notification containing a direct link to that record.
Pin, Edit, and Delete Notes
You can view the notes on a separate tab. You will be able to keep the most important notes visible and up to date using the options available on each saved note.
To pin a note, click the three-dot menu, then select Pin. The note will move to the top of the Notes section so it is always visible first.
To edit a note, click on the three-dot menu, then select Edit. Make your changes and save.
To delete a note, open the three-dot menu, then select Delete. Deleting a note that is associated with multiple records will remove it from all of those records.
⚠️ Please note: Pinned notes are visible to all users who have access to that record. Avoid including sensitive or confidential information in pinned notes unless it is appropriate for all viewers.
Associate a Note With Multiple Records
A single note can be linked to more than one record at the same time. This is useful when a conversation or update is relevant across a candidate or contact profile, a job, and a company simultaneously.
While adding a note, click Create Associations below the note text area.
Search for and select the additional records you want to link to this note.
Save the note. It will now appear on every record you associated it with.
Access and Filter Existing Notes
All notes saved on a record are available in the Activities section, where you can search and filter them to quickly find specific entries.
Open the record → go to the Activities section on the right to view all the entries.
Use the search bar to find notes using keywords
OR
Apply filters from the Activities section to narrow results by:
• Owner
• Type
• Created Date
• Association
This makes it easier to locate the most relevant notes without scrolling through all activities.
Customize Note Types
Note types allow you to tag each note with a category such as Interview Feedback, Client Call, or Internal Review. This makes it easier to filter, report on, and organize notes across your team.
🔒 Access required: Only users with access to the CRM Process Customization in the Admin Settings on the Business plan and above, or users with the Admin role on the Pro plan, can create and edit custom note types, or set default note types.
To add a custom note type, follow these steps:
Go to Admin Settings and click Note Type Customization under CRM Process Customization.
Click the Customize button at the top of the page.
Click Add New Status and enter a name for the note type. Names can be up to 50 characters long.
To make this the default note type that is pre-selected each time a new note is added, check the box next to the new type.
You can click and drag the '=' icon beside the Note type to reorder them.
Click Save Status to finalize the new note type. It will immediately appear in the Select Note Type dropdown when adding notes.
📌 Note: The number of available call types, meeting types, and note types is 100.
Troubleshooting
Problem: You cannot create a new note type.
Problem: You cannot create a new note type.
Likely cause: You have reached the limit of 30 combined note types, call types, and meeting types.
What to check: Review existing note, call, and meeting types in the customization settings.
Resolution path: Remove or consolidate unused types to free up space, then try adding the new note type again.
FAQs
Can I add notes to all record types in Recruit CRM?
Can I add notes to all record types in Recruit CRM?
Yes. You can add notes to Candidate, Contact, Company, Job, and Deal records. You can also associate a single note with multiple related records so it appears across all of them.
Will my teammates be notified when I mention them in a note?
Will my teammates be notified when I mention them in a note?
Yes. When you type @ followed by a teammate's name and select them from the suggestions dropdown, they receive an email notification with a direct link to that record.
Can I change or delete a note after it has been saved?
Can I change or delete a note after it has been saved?
Yes. Hover over the note and use the three-dot menu to edit its content or delete it. Keep in mind that deleting a note that is associated with multiple records will remove it from all of those records.
What is the difference between adding a note and associating a note?
What is the difference between adding a note and associating a note?
Adding a note creates a new entry on a specific record. Associating a note links that same note to additional records so it appears on all of them. You do not need to create separate notes for each record when the information is the same.
Conclusion:
Using notes effectively in Recruit CRM helps you centralize information, keep your team aligned, and maintain a clear history of every interaction across records. By adding, associating, pinning, and customizing notes, and by taking advantage of filters and bulk actions, you can manage your workflows more efficiently and find key information whenever you need it.
If you have questions about adding notes or customizing note types, use the chat icon at the bottom right of the screen to reach the support team.