Job notes allow Greenhouse users to record and share notes on open and closed jobs, helping your team collaborate and stay aligned without needing external documents or tools. In this article, we’ll cover how to create and manage job notes, including visibility permissions, notifications, mentioning teammates, and summarizing notes with the help of AI.
Create a job note
Site Admins and Job Admins can leave notes on any open or closed job.
To create and view notes, choose a job and select Job notes from the menu on the left.
If you're the first person to add a note to the job, you'll see an empty state and the text field where you can begin composing your note. Other notes left by your team will be shown in ascending chronological order.
Organizing notes
Similarly to candidate profile notes, job notes can be pinned for easy reference. To pin a note, hover over it, open the menu, and select Pin note.
When there are more than 2 pinned notes, you can select the Pin icon at the top to filter by pinned notes.
To filter through all notes, select the Filter icon at the top of the page.
You can filter by the note's visibility or creator.
Notes marked as private will only be visible to other users who have permission to see private notes. They will be hidden from view to users who don't have that permission. Privates notes contain a lock icon with the word Private underneath the note creator's name.
Summarize notes using AI
When there are a lot of job notes and you need to get up to speed quickly, you can use AI to help create a summary of all the notes that have been posted by your team so far.
When you select the Summarize button, a new comment will appear at the end of the feed from Greenhouse. This comment is only visible to you and will disappear when you navigate away from the page.
Summaries distill job notes into key bullet points based on what was discussed by your team, including their names. Private notes are excluded from summaries by default.
This feature can be toggled on or off for your organization by a Site Admin on the AI tools page in Configure.
Mentions and notifications
Highlight a note and bring it to another Greenhouse user's attention by tagging them with an @mention (at-mention). They'll receive an email from Greenhouse letting them know they've been tagged in a job note.
Whenever a job note is added, edited, or deleted, these events will be tracked in the activity feed on that specific job. If a note is deleted, all activity related to that note will also be deleted.