Notes

Keep important recruitment information organized in one place. KitaHQ lets you create and manage notes across candidates, clients, and other records, making it easy to track conversations, feedback, and follow-up details throughout the hiring process.

​

View and Manage Notes

Each note is displayed with the following information:

Column	Description
Note	The content of the note, such as candidate feedback, client requirements, or follow-up details.
On	The candidate, client, or other records associated with the note.
Record	The type of record the note belongs to.
Type	The activity type, such as Note or Call.
Author	The team member who created the note.
Date	When the note was recorded.

​

Add a New Note

You can create notes from the Notes page, a Candidate Profile, a Candidate Card in the Pipeline, a Client Profile, or a Contact Profile.

​

From the Notes Page

1. Navigate to Notes from the left sidebar.
2. Click New Note in the top-right corner.
3. Select the note type and enter your notes.
4. Link the note to the relevant candidate, job, client, or contact.
5. Click Save Note.

​

From a Candidate Profile

1. Navigate to Candidates from the left sidebar.
2. Search for and open the candidate’s profile.
3. Find the Notes section and click Add Note.
4. Enter your note in the text editor.
5. Attach files, link additional records, or add a follow-up task if needed.
6. Click Save Note.

The note will automatically be associated with the candidate’s profile.

​

From the Pipeline

1. Navigate to Pipeline from the left sidebar.
2. Open the relevant job and select a candidate card.
3. Find the Notes section in the candidate details panel.
4. Click Add Note.
5. Enter your note and add any relevant information.
6. Click Save Note.

The note will be linked to the selected candidate, making it easy to keep track of feedback and updates while managing your hiring pipeline.

​

From a Client Profile

1. Navigate to Clients from the left sidebar under CRM.
2. Open the client you want to add a note to.
3. Select the Tasks, Notes & Files tab.
4. Find the Notes section and click Add Note.
5. Enter your note and click Save Note.

The note will automatically be associated with the selected client. You can also link it to related jobs, contacts, or other records.

​

From a Contact Profile

1. Navigate to Contacts from the left sidebar under CRM.
2. Open the relevant contact’s profile.
3. Select the Tasks, Notes & Files tab.
4. Find the Notes section and click Add Note.
5. Enter your note and click Save Note.

The note will automatically be linked to the selected contact. You can also associate it with their company or other related records.

​

Customize Your Notes

When creating a note, you can add more context using the available options:

• Note Type: Select the activity type, such as Note or Call.
• Text Formatting: Use bold, italic, bullet points, or links to organize your notes.
• Mentions: Type @ to mention a teammate, client, contact, or file.
• Link Records: Associate a note with multiple candidates, jobs, clients, or contacts. The note will appear on all linked records.
• Attachments: Attach PDF, Word, Excel, PowerPoint, CSV, text, or image files up to 10 MB each.
• Follow-up Tasks: Click Add follow-up task to create a task associated with your note.

Once finished, click Save Note or use Ctrl + Enter (Windows) or ⌘ + Enter (Mac).

​

Search and Filter Notes

Use the search bar at the top of the Notes page to find information across your records. Search by keywords, related records, or authors, or use the table filters to narrow down results by record, type, author, or date.

​

Keep Recruitment Information Connected

Notes are linked to relevant records, allowing your team to access important context throughout the recruitment process. For example, you can record candidate feedback directly from their profile, document client hiring requirements, add meeting notes to a contact, or capture interview feedback while reviewing a candidate in the pipeline. All notes can be accessed from the centralized Notes page, helping your team keep recruitment information organized and easy to find. Note: Notes are internal to your team. Candidates, interviewers, and users of the Interviewer Portal cannot see them.