Notes let you leave internal comments about a candidate. Notes help you track feedback, internal updates and hiring discussions, directly within the candidate profile. They support formatted text, threaded replies, mentions and emoji reactions.

Notes are only visible to your hiring team and are never shared with candidates.

You can use notes to:

Log feedback after interviews or assessments
Tag colleagues with @ mentions to ask for input or a follow-up
Leave yourself a reminder
Share context from exchanges that happened outside of JOIN
Start threaded discussions on a note by replying to it
Show your take on colleagues' notes via emoji reactions

Notes are attached to the candidate profile and are only visible there, regardless of which job(s) the candidate is linked to or whether the job is archived.

Adding notes

You can add and view notes from several places in JOIN:

From the candidate profile

Click a candidate's name to open their profile
Scroll down to the Notes section, at the end of the right-hand panel
Click into the input field to open the notes editor, type your note, then click the icon to Save the note

From a Job's Applications tab

Go to Jobs > Active > Select a Job > Applications
Cards view: click the note icon at the bottom of the candidate's card
Table view: select the candidate(s), use the toolbar at the bottom > overflow menu > Add notes

From the pre-screening window

On the far right of the pre-screening window, you'll see the Notes section
Click Add a note to open the notes editor
Write your note, then save before moving to the next candidate

From the Applications tabs

Go to Applications, then open the relevant sub-tab
Select one or more candidates using the checkboxes
Use the toolbar at the bottom > overflow menu > Add notes

Writing and formatting notes

The notes editor supports advanced formatting: bold, italic, underline, strikethrough, numbered and bulleted lists, links, emojis, paragraphs, mentions. Notes have a 2,500-character limit.

Mentioning team members

You can mention team members in a note to draw their attention to a candidate. Type @ followed by the person's name. When you mention a colleague, they receive an email notification with a link to the candidate profile.

You can only mention colleagues who are part of your company's JOIN account and who have access to the candidate. You cannot mention team members in bulk notes.

Reacting to a note

Reactions let you show agreement or sentiment without writing a new comment. Click the smiley icon under a note to add an emoji. Hover over a reaction to see the list of team members who reacted. Each note can hold up to 8 unique emoji types.

Replying to notes (note threads)

Notes support threaded conversations. Click Reply under a note to respond to it. Your reply becomes part of the thread. When you reply to someone else's note, JOIN automatically adds a mention of that colleague.

To start a new thread, simply use the Add a note… field at the top of the Notes section.

Editing or deleting notes

Only the person who created a note can edit it.
System Admins can delete any note. Standard and Limited users can only delete notes they created.
If you delete a note that has replies, the entire note thread is deleted.

Viewing and access permissions

System admins: can view and add notes on any candidate, across all jobs.
Standard and limited users: can view and add notes only for candidates on the jobs they are assigned to.

FAQ

Can candidates see the notes I write?

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

Can I add notes to several candidates at the same time?

Yes, you can add bulk notes from the Applications tabs or the pipeline. However, you cannot @mention team members in bulk notes.

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

Yes. When you mention a colleague in a note or reply, they receive an email notification with a link to the candidate profile, provided they have access to that candidate.

Can I edit or delete a note after saving it?

Only the original author of a note can edit it. System Admins can delete any note.

Are notes visible if the job is archived?

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

When can I use notes?

You can add notes at any time, regardless of the job's status, even if the job is archived.