Private candidate notes allow users with the appropriate permissions to create notes on a candidate profile that are visible only to users with one of the following permission levels:

  • Job Admin with the permission strip Can view and create private notes, or
  • Site Admin with the user-specific permission Can see private notes, salary info, manage offers, and approve jobs/offers.

In this article, we will cover:


Create private candidate note

To create a private candidate note, begin by clicking the Private tab on the candidate's profile.


From the Private tab, navigate to the Private Notes panel and click Add Private Note.


Input the details of the private candidate note in the provided field. Click Save when finished.


The private candidate note is added to the candidate's profile.



@mentions in private candidate note

The @mentions feature is a notification system that allows users to easily include and notify other Greenhouse Recruiting users when recording notes on a candidate's profile. To include an @mention notification in a private candidate note, type the "@" sign while writing the note and click to select a user from the subsequent dropdown menu.


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 which 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. Private candidate notes can be accessed within Greenhouse Recruiting only via the Private tab.

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.