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Notes, tags and files

Write notes for your team, tag an application and keep résumés and other files on a candidate's record.

Notes, tags and files keep what your team knows about a candidate in one place. Notes and files stay with the person, so they are still there if the same person applies to another job. Tags belong to one application. None of this is visible to other agencies.

Add a note

  1. Open the candidate's record and go to the Notes tab.
  2. Type in the Add a note for your team… box.
  3. Click Save note, or press Cmd+Enter (Ctrl+Enter on Windows).

Every note shows who wrote it and when. Everyone on your team can read every note. A note written while the person was on a different job is labelled On followed by that job's name.

Note: Notes can't be edited or deleted once saved, so check before you save.

You can also add notes from My Community. Those notes attach to the person rather than to a job.

Tag an application

Tags sit in the left column of the record, under Tags, so you see them from any tab.

  1. Click Add tag.
  2. Start typing in Find or create a tag. Your agency's existing tags appear as you type. The ones used most come first.
  3. Click a tag to add it. If nothing matches, click Create "…" to make a new one.
  4. Click Done when you're finished.

To remove a tag, click the × on it. Tag names can be up to 40 characters. There is no separate list of tags to manage: the suggestions come from tags your agency already uses on applications.

Tags are on the application, not the person. A candidate opened from My Community, without a job, has no Tags section.

Add, rename or delete a file

  1. Go to the Files tab.
  2. Drop a file on Add a file for this candidate, or click Choose a file.

Accepted files are PDF, image (PNG, JPEG, WEBP, HEIC), Word (.doc, .docx), CSV and plain text, up to 20 MB. You can upload one file at a time.

To rename a file, click the pencil. The file keeps its original extension. To delete one, click the bin, then Delete. Deleting removes the file for good.

Anyone on your team can click Download. The Files tab also lists documents you have requested, with a label such as Requested, Verified or Rejected. A requested document that hasn't arrived shows Not uploaded yet.

Who can do what

  • Everyone on your team can read notes, tags and files.
  • Adding notes and changing tags needs the Edit notes and fields permission. Owners, admins and recruiters have it by default.
  • Uploading, renaming and deleting files needs Manage documents. Owners, admins and recruiters have it by default.

If you can't add something, ask your agency owner.

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