Attaching Documents & Notes

Table of Contents

• Introduction
• Using Notes
  • Creating A Note Against A Candidate On A Job
  • Creating A Note On A Candidate's Profile
  • Important Things To Note
• Attaching Documents To An Application

✏️ Introduction

Keeping track of important details during the hiring process is a breeze with Tribepad’s Notes feature and the ability to add Documents. This feature makes it simpler to collaborate with colleagues, stay organised, and capture critical candidate insights across multiple job applications. And with the document upload feature, you can store interview notes, assessments, or other supporting files right where you need them, alongside the candidate’s profile.

In this guide, we'll walk you through how to add notes and documents to a candidate’s application - whether you're working on one role or several. You'll also learn how the enhanced functionality helps you link notes directly to specific applications, making it easier than ever to maintain clarity and context throughout the recruitment journey.

📝 Using Notes

Notes are a great way to add useful information to a candidate's application.

A great example might be if more than one colleague is working on the same role, perhaps you want to highlight something important that your colleague may not be aware of.

With this functionality you have the ability to write different notes on a candidate’s profile if they have applied to multiple roles.

Notes can be attached to a specific role and a recruiter name, date and time stamp is applied to each note. 

➕ Creating A Note Against A Candidate On A Job

Whilst on your job, locate the relevant candidate, select the tick-box next to their name and select the Options menu:

Select ‘Add note’:

You will see the following screen pop-up where you are able to add a Note, Task or SMS.

You also have the option to “Link application”:

• As you are adding the note against a job, the ability to link the application will be pre-selected and greyed out, and the specific job will be shown underneath and also greyed out.

Add your note as appropriate:

• Once added, select “Add” in the bottom corner.

Once a note has been added, you will see a new icon on the candidate’s profile in the job:

If you hover over this icon, you can see that the note has been name, date and time stamped:

👤 Creating A Note On A Candidate's Profile

As well as adding a note against a candidate and a job, you can also add a note directly onto their profile. 

To do this, select a candidate by clicking on their name:

A new tab will open, select the “Activity” tab on the left-hand side:

Under the Activity tab you will typically see the different roles (if any) that the candidate has applied for.

Against each role, you will see an “Add Note” option on the right-hand side:

Scroll further down the page to see any additional roles, each will have the “Add Note” option:

When you add a note against a role through the candidate profile, a pop-up window will appear and allow you to add the note:

• Once again, as you are adding a note against a specific application the “Link application” toggle and the specific role will be greyed out and unable to be selected
• Once happy with your note, select “Add Note” in the bottom right-hand corner.

Any notes added will show against the specific application:

Alternatively, you can also add a note via the “Tools” tab on the profile:

If you hover over the “+” symbol at the top of the page, you are able to either add a note or a task:

If you add a note, you will see another pop-up window:

• You will notice here, that the “Link application” toggle and the drop-down box are now not pre-selected and/or greyed out

If you select the toggle, you will then be able to select which application you want to link the note to:

• However, if you would prefer to just put the note against the candidate in general and not link it to a specific role, you can leave the toggle off and the note will just apply against all applications. 

❗ Important Things To Note

The functionality of Onboarding notes differs slightly - they are still given a name and date stamp of who created the note, but as they are already linked to a specific application, no further links are possible:

📄 Attaching Documents To An Application

Attaching documents to a candidate's application is really useful for keeping a record of information that perhaps you have created outside of the ATS, for example, interview notes.

You can restrict document visibility to certain user types too.

To get started, select the candidate that you would like to upload a document to by clicking the checkbox (1).

Next click on “Options” (2) followed by “Other Options” (3) scroll down the list and select “Attach Document” (4).

You will now be presented with a pop-up.

• Document Title
  Add a relevant title into the field.
• Document Description:
  Add content here so that other colleagues that have visibility, can see what the document is for.
• Document
  Select the upload button, once you have chosen your documents you will see the attachment.
• Visible to
  Select the toggle against the user types that you would like to have visibility of the document.

Once you have completed all of the fields, select “Save”.

You will then be presented with a pop-up confirming the action.

The paperclip icon shows the name of the document. Select the icon. 

You will then be presented with the candidate profile and by default you will land on the “Activity” page.

On this page you will see “Application Files” (1) if you would like to review this document, simply click on the link and the file will download.