Notes

Learn how to use notes to collaborate with your team and keep track of feedback and internal updates on candidates throughout the hiring process.

Notes allow you to leave internal comments on a candidate. Notes are only visible to your hiring team and are never shared with candidates.

You can use notes to:

• Record feedback after an interview

• Tag colleagues to review a candidate’s profile

• Leave yourself a reminder (e.g. "Send offer after final approval from Hiring Manager")

• Share context from communication that happened outside JOIN

Notes are tied to the candidate profile and will only be visible there, regardless of which jobs the candidate is linked to or if the job is archived.

---

Adding notes

You can add and view notes from multiple areas in JOIN:

From the Candidate Profile

• Go to Jobs > Active or Archived , or any tab under Applications

• Click on a candidate's name to open their profile

• Scroll to the Notes section at the bottom of the right-panel

• Click into the input box, type your note, and click Save

You can also @mention a colleague to notify them.

From the Active or Archived Jobs tab

• Go to Jobs > Active or Archived

• Select a job, then find the candidate's card in the pipeline view

• Depending on the view setting of the pipeline:

  • Cards view: Click the note icon on the bottom of the job card

  • Table view: Use the bottom toolbar and click the overflow menu > Add notes

• Type your note in the pop-up window and click Save

• You can also select multiple candidate cards and use the bottom toolbar to click the overflow menu > Add notes

• Switch to the Rejected tab if needed and add notes to candidates in that view as well

From Applications tabs

• Go to Applications and navigate to the relevant sub-tab Active, Hired or Rejected

• Select a candidate or multiple candidates using checkboxes

• Use the bottom toolbar and click the overflow menu > Add notes

---

Tagging team members

To notify a colleague, type @ followed by their name in a note, select their name from the list, and click Save. The person tagged will receive an email notification. Team members are managed under Settings > Team. Tagging is helpful when you want someone to review a candidate, follow up, or provide feedback.

---

Access permissions

Visibility and access to notes depend on your company role and job assignment. This ensures sensitive information is only visible to relevant team members.

System admins can add and view notes on all candidates across all jobs.

Standard and limited users can only add and view notes on candidates in jobs they are assigned to.

---

Editing or deleting notes

Only the person who created a note can edit or delete it — even if they are a system admin.

To edit or delete a note:

1. Find the note you created in the candidate profile

2. Click Edit or Delete below the note

---

FAQs

Can candidates see the notes I write?

No, notes are only visible to your hiring team within JOIN.

Can I leave a note on multiple candidates at once?

Yes. In the Applications tabs, you can select multiple candidates using the check boxes and use the overflow menu in the bottom toolbar to click Add notes.

Will the colleague(s) I mention in the note get notified?

Yes. If you mention a team member using @, they will receive an email notification if they have access to the particular candidate.

Can I remove someone else's note?

No. Only the original author of a note can edit or delete it. To edit or delete a note, simply go to the candidate's profile and click Edit or Delete below the note.

Are notes visible if the job is archived?

Yes. Notes remain visible and editable on candidate profiles, even after the job has been archived.

When can I use notes?

You can add notes at any time, regardless of the job status. Even if a job is archived and other candidate management features (such as phase changes or messaging) are disabled, the candidate profile and Notes section remain accessible.

This makes it easy to store final evaluations or internal remarks post-hiring process.