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Using Notes

You may have comments/notes about applicants from different selection process stakeholders to track and manage. Use the admin notes feature within the ATS to make that process easy and paperless.

There are two kinds of applicant notes on the Notes & History tab of an applicant's record: Application Status Notes and Application Notes.

Application Status Notes
Use this note field to record a specific explanation associated with a application status/disposition change. You may also optionally assign a score in this area. A score may be helpful if you are tracking a number of applicants throughout the hiring process and noting each of their individual scores at each stage of your selection process. Each status, note, or score entry will be date stamped and indicate the user that created it.

Application Notes
Use note field to record general comments about the applicant record or the applicant's consideration for this position during the selection process. This note is not specific to any status change. There is no limit to the number of notes that may be entered by different users. The note or score entry will be date stamped and marked with the creator's name.

Admin Note Security
You have three main levels of user login credentials at your disposal:  Administrator, Manager, and Assigned User.  All three levels of user access are capable of seeing the Notes & History tab of an applicant record. However, you may optionally restrict individual Manager and Assigned Users from being able to see the Notes & History tab if that is your preference. All Admin users will see that tab.

There may be instances where you want other Manager and Assigned Users to see some admin notes, but not all of them. Admin users have the ability to restrict certain notes added in the Notes & History area to be visible only to Admin users. When adding a note, simply select the check box for HR View Only. This option is available in both note areas.
When this type of restricted note is added it will be marked HR View Only column. This column is also only visible to Admin users.
Regardless of the level of restriction you employ with notes it is important to only record appropriate and relevant notes to applicant records, as notes cannot be deleted. Please educate other users to which you grant access to note making capabilities.

Admin Note Reporting
Admin users have access to an Application Notes Report in the Standard Reports tab of the Reports Dashboard. This report includes basic information about an applicant and will show the most recent application status note and application note for that individual.