Getting Started
Vacancy notes allow you to document information about a specific job posting. Add notes to track important details, internal discussions, decisions, or reminders related to the vacancy.
Accessing Vacancy Notes
To view or add notes to a vacancy:
Go to your Vacancies list
Click on a vacancy to open its details flyout
Click the Notes tab
You'll see existing notes and an option to add new ones
Adding Notes
Creating a New Note
To add a note:
Go to the vacancy's Notes tab
Find the Add New Note section
Type your note in the text area
Click Add Note
Your note appears in the notes list
What to Include in Notes
Useful information to record:
Internal discussions – Outcomes of team meetings about this vacancy
Hiring decisions – Important decisions or reasoning
Timeline updates – Planned milestones or changes
Special requirements – Unusual criteria or needs
Follow-ups needed – Action items or reminders
Status changes – Internal process changes or updates
Candidate feedback – General feedback patterns from hiring team
Managing Notes
Viewing Notes
All notes appear in the Notes tab showing:
Note content – Full text of the note
Author – Who wrote the note
Date – When the note was created
Status – Whether it's pinned or archived
Notes are displayed with most recent first.
Editing Notes
To update a note:
Find the note in the list
Click Edit or the edit icon
Update the text
Click Save
The note is updated immediately
Pinning Notes
To highlight important notes (organisation admins only):
Find the note you want to highlight
Click the Pin icon
The note moves to the top
Only one note can be pinned at a time
Pinned notes are useful for:
Important decisions
Critical information
Current action items
Key reminders
Archiving Notes
To hide outdated notes:
Find the note to archive
Click Archive or the archive icon
Confirm the action
The note is hidden from active view
Archived notes:
Are not deleted
Can be viewed if needed
Keep your active notes clean
Preserve history
Best Practices
Documentation
Write promptly – Add notes when decisions are made
Be specific – Include relevant details and context
Use clear language – Easy to understand later
Keep current – Archive outdated notes
Link to outcomes – Note what was decided and why
Team Collaboration
Share important info – Use notes to keep team aligned
Highlight decisions – Pin important notes
Regular updates – Keep notes current as vacancy progresses
Archive old notes – Clean up when no longer relevant
Information Management
Keep it organised – One note per topic if possible
Archive periodically – Don't let inactive notes clutter the view
Use pinning wisely – Only for truly important information
Reference other vacancies – Link to similar positions if relevant
Troubleshooting
I can't add a note:
Verify you have access to the vacancy
Check that the note content isn't empty
Try refreshing the page
Contact support if issues persist
I need to edit a note:
Click the edit button next to the note
Update the text
Click Save
Changes are applied immediately
I want to pin a note:
Verify you have Organisation Admin role
Only admins can pin notes
Click the pin icon on the note
Only one note can be pinned per vacancy
I accidentally archived a note:
Go to archived notes section
Find the note you archived
Click restore or unarchive
The note returns to active notes
I can't see all my notes:
Check if some are archived
Scroll down to see more notes
Look for any filters that might be applied
Refresh the page
I need to see who archived a note:
Hover over or click the archived note
View archived by information if shown
Check the timestamp
Contact the person who archived it
Need more help? Click "Need Help?" in your profile dropdown or contact our support team for assistance.