Attaching Documents & Notes

✏️ 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, with a recruiter name, date and time stamp being applied to each note.

Notes can be added in several places within the ATS:

Via a Job – Add a note about the job itself, or add a note against a candidate linked to that job.
Via a Candidate Profile – Add a note directly on the candidate’s profile.
Via Onboarding or Onboarded Users – Add notes about a candidate during onboarding or once they have been onboarded.

📝 How To Add A Note & @Tag Users In The ATS

This section outlines the basic steps for adding a note and @tagging a user within that note. For specific details on how to do this for each individual area of the ATS see the dedicated sections further down this guide.

To get started choose where to add the note
- Open the Job (note about the job or a candidate on that job), Candidate profile, Onboarding / Onboarded user, or the Onboarding workflow where you want the note to live.
Open the note pop-out to create your note
- Click the notepad icon
Write the note
- Type your message, context, and any relevant details so the person you tag has enough information.
@tag a user
- If you would like to add someone to your note, type @ then start typing the person’s name.
- A grey list of suggested users will appear — click the correct user to add them to the notes

Tag more people (optional)
- Repeat @ + name to add multiple users to the same note.
Finish and save the note
- Click Add note to complete the process
What the tagged user sees
- The tagged user is assigned to the note.
- They receive a notification in their Notification Centre with a direct link - clicking the notification takes them straight to the note.
- If they haven’t checked notifications, they’ll also see these in the daily digest email with links back to the note.

🗒️How To Add A Note & @Tag Users On A Job

To get started, navigate to the relevant job.

Whilst on the job, to start adding notes, click on the notepad icon here.

You will see the following pop-up. Click on "Add job notes".

The notes box will now open.

Whilst writing your note if you would like to tag someone type @ followed by their name - you will then see a grey box with suggested users, click on this to choose the user you would like to tag in this note.

You can tag multiple people if needed. To do this, simply repeat the previous step.

Once you're happy with your note click "Add Note" at the bottom of the pop-up.

You will now see a copy of your note including any users that have been tagged. Click on the "X" button to close this window.

📝 How To Add A Note & @Tag Users Within A Job

Head to your job, and click the checkbox next to the relevant candidates name.

The options menu will now be available to you. Open "options" followed by clicking "Add note".

The notes box will now open.

You can tag multiple people if needed. To do this, simply repeat the previous step.

Once you're happy with your note click "Add" at the bottom of the pop-up.

You will now see the following pop-up, click here on the "X" icon to close this.

📝 How To Add A Note & @Tag Users On A Candidate Profile

From your job list, click on your candidate in order to open their full profile.

You will now be taken to their profile. Click on "Tools" from the menu on the left hand side.

Whilst on the "Notes & Tasks" section, click on the + icon.

From the pop-out click "Add Note".

You will now see the "Add Note" pop-up.

If required you can tag multiple users, by repeating the previous step.

Once you are happy with your note & any @tags, click "Add Note" at the bottom of the pop-up.

You will now see your note on the candidates profile under the "Notes and Tasks" section found within "Tools".

📝 How To Add A Note & @Tag Users Within Onboarding

Head to "Onboarding" from the top menu. Followed by clicking on "Manage Onboarded Users".

You now have the option to hover over the notepad icon to gain a quick view of any notes and tags. Or you can click on the notepad icon for a full view via the candidates profile.

Where you will be taken to the notes page. Now click on the + icon here.

If you would like to tag multiple users, repeat the previous step.

Once you're happy with your note and any tags click "Add note" at the bottom of the pop-up.

You will now see the following pop-up confirming that your note has been added successfully and any users who have been tagged will be notified. To close this pop-up click the "X" icon.

📝 @Tagging Notifications

When you tag a user in a note within the ATS, that user will automatically receive a notification in their Notification Centre. From the notification, they can click directly into the note to view the context where they were tagged.

If you’ve been @tagged in a note on the ATS but haven’t viewed the note or checked your Notification Centre, you’ll receive a daily digest email.

This email provides a summary of any notes where you’ve been tagged but haven’t yet read.

Each item in the digest includes a direct link, allowing you to click through straight to the note in the ATS.

📄 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.