Hiring decisions get made in conversations, and those conversations shouldn't live in a chat app where nobody can find them three months later. Team notes keep the discussion on the candidate's profile - mention a colleague, attach a document, and everyone who works on that candidate sees the same context.

This article covers writing notes on candidate profiles: formatting, mentions, attachments, visibility, replies, reactions, pinning, and letting automations write notes for you.

Notes live in the Notes section of a candidate's profile.

Open the candidate's profile and find the Notes section.

Click the message box that reads Add a note.... The formatting toolbar and the visibility control appear.

Type your note.

Click Save.

Your note appears at the top of the list, under any pinned notes.

Type @ - or click the mention icon in the toolbar - and pick a name from the list. Mentioned teammates get notified, depending on their own notification settings.

The toolbar gives you bold, italic, underline, bulleted lists, numbered lists, checklists, and hyperlinks. There's an emoji picker on the right.

Checklists stay interactive after you save - anyone reading the note can tick items off, which makes them useful for handover steps or interview prep.

Click the paperclip icon in the toolbar and pick a file.

By default, everyone with access to the candidate profile can read your note. Some notes shouldn't be that open - salary expectations, a reference check, a half-formed reservation you want to sit on.

While writing the note, click the visibility control below the message box. It shows the current setting, Visible to everyone.

Under Visibility options, choose one:

For Selected members, choose the team members and hiring roles that should have access.

Finish your note and click Save.

A note with restricted visibility gets a tinted background and a lock or group icon, so you can tell at a glance which notes aren't open to the whole team.

Click Reply under a note to start a thread. The author of the original note is mentioned automatically, so they'll know you answered.

Replies appear indented under the parent note, oldest first. Long threads collapse - click Show n more replies to expand.

Instead of replying "agreed", leave a reaction. Hover over a note and use the thumbs-up button, or click the add-reaction button to pick any emoji.

Reactions stack with a count. Hover over one to see who reacted.

Pinning keeps a note at the top of the section, above everything newer.

Hover over the note and click the vertical ellipsis (⋮).

Select Pin note.

To unpin, click the pin icon in the note's header.

Hover over a note to reveal its actions:

Edit - only the author of a note can edit it. Click the pencil icon, make your change, and click Save.

Delete - click the ⋮ menu and select Delete, then confirm with Delete note.

Notes generate several kinds of notification. Tune them in Settings > Notifications:

When I'm mentioned in notes - someone typed your name with @.

When someone reacts or replies to my notes - activity on notes you wrote.

Team notes are added or removed from candidate profiles - broader coverage for candidates you follow.

The Recent notes widget on your dashboard collects notes from across your pipelines, so you can catch up without opening profiles one by one. Filter it by:

​All notes - everything you have access to.

Followed candidates - notes on candidates you follow.

Mentioning me - notes where someone tagged you.

You don't have to type every note by hand.

Workflow automations can write a note for you. Use the Add a note action to drop a standard note when something happens - a candidate reaching a stage, an evaluation coming back. Notes also work the other way round: When a note is added to a candidate is an available trigger, and you can add a condition that only continues when a note was added.

Automated actions on a pipeline stage can add a note when you move a candidate into that stage or disqualify them.

Automated notes are attributed to Automated action rather than a person, so it's clear nobody typed them.