Permissions: Job Admin who can view and create private notes, and Site Admin who can see private notes, salary info, manage offers, request approval and approve jobs/offers

Product tier: Available for all subscription tiers

Private candidate notes allow users to create notes on a candidate profile that only users can with private permissions can see.

Create a private candidate note

To add a new private note to the candidate's profile, open the Notes tab on the right panel of their candidate profile.

Enter a note for the candidate, and select Private from the dropdown menu under the text field. When you're ready, press the arrow icon to send the note. 

Tip: You can also send a note using Ctrl + Enter (Windows) or Cmd + Enter (Mac)

Private notes are marked with a lock icon on the notes panel.

Use @mentions in a private candidate note

You can tag another Greenhouse Recruiting user in a comment by typing the @ sign before the user’s name. This action is often referred to as @mentions (“at-mentions”).

Note: Users without the permission Can see private notes, salary info, manage offers, and approve jobs/offers can be tagged in private notes and will receive an email notification that includes the contents of the note in which they were tagged. However, these users will be unable to access the Private tab on the candidate profile.

Any user mentioned receives an emailed copy of this note.

Private candidate notes and the activity feed

Unlike other types of candidate notes, private candidate notes are hidden from all users on the candidate's activity feed.

Note: Private candidate notes can be accessed by any user, regardless of their permissions in Greenhouse Recruiting, via the Harvest API with a GET: Retrieve Activity Feed request. The API key used to retrieve this data must have permissions on the Activity Feed object.