What does this feature do & when to use it?
The notes feature in Recruit CRM lets you write, pin, edit, delete, and categorize notes on candidate, company, job, and contact records. Notes can be tagged with a note type, associated with multiple records, and used to notify teammates via @mentions. You can use this feature when:
You want to record important updates or interactions on a candidate, job, company, or contact record.
You need to categorize notes using custom note types for better tracking and reporting.
You want to @mention teammates so they receive an email notification linked to a specific record.
Before you begin
Only users with access to the admin panel on the Business plan, or users with the Admin role on the Pro plan, can customize note types and set default note types.
Notes added via the candidate pipeline will automatically associate with the corresponding jobs when using single or bulk note additions.
How to Add a Note to a Record? 📝
Open the page for the relevant entity (Candidates, Companies, Jobs, or Contacts).
Open the details view of a specific record. On the right-hand side of the details view, click the first icon to add a note.
Type your note content into the note field, then click the Add Note button to save it to that profile. You can also click on the Select Note Type dropdown to choose a specific custom note type for your note.
Mention teammates in a note
In the note field, type the @ symbol and select your teammate to mention them; this sends an email notification with a link to that record.
Pin, edit, or delete notes:
To pin an important note to the top of the notes section, click the three dots on that note and select Pin Note.
To edit or delete a note, click the options (three dots) on the note and choose the relevant action.
Associate a note with multiple records
While adding a note, click Create Associations to link the note to more than one record at a time.
Automatic job association from the candidate pipeline:
When you add notes via the candidate pipeline, they will automatically be associated with the corresponding jobs. This applies to both single and bulk note additions and works across all candidate pipelines by hiring stage, job, company, recruiter assigned, or owner.
How to Customize Note Types? ✨
Go to Admin Settings.
In the CRM Process Customization section, click Note Type Customization.
Click the Customize button.
Click Add New Status and enter a name for your note type.
Ensure your note type name is within the allowed limit of up to 50 characters.
To make this the default note type, check the box next to it.
You can also customize the default Note types by editing the corresponding Note type name to the one most relevant to you.
Click Save Status to save your new note type.
Remember that the number of available call types, meeting types, and note types is 30 in total.
How to Access Your Notes? 🎯
To access notes, open the details view of any record.
Go to the Notes and Calls tab on that record.
To broaden your view of the entire activity section, click the expand icon. From the expanded activity view, use the search options to find notes you have added, and apply filters to refine and manage your notes efficiently.
Troubleshooting
Problem: A note you expect to see is not appearing in the list.
Problem: A note you expect to see is not appearing in the list.
Likely cause: Filters or search criteria may be hiding it.
What to check: In the Notes and Calls tab, review applied filters and search terms, and use the expand icon to view the full activity section.
Resolution: Clear or adjust filters and search again; widen the view using the expand icon to ensure the note is not hidden.
FAQs
Q1: Do notes added via the candidate pipeline automatically link to jobs?
Q1: Do notes added via the candidate pipeline automatically link to jobs?
Yes. Notes added via the candidate pipeline are automatically associated with the corresponding jobs, for both single and bulk note additions, across all candidate pipelines.
Q2: Can I link a single note to multiple records?
Q2: Can I link a single note to multiple records?
Yes. While adding a note or meeting, you can click Create Associations to associate the note with more than one record at a time.
Q3: How do I find specific notes later?
Q3: How do I find specific notes later?
Go to the record’s details view, open the Notes and Calls tab, use the expand icon to see the full activity section, then use search and filters to locate specific notes.
Conclusion
Using notes and custom note types in Recruit CRM helps you capture detailed activity, collaborate with your team, and keep records organized and easy to search.