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What are Job Notes? How do I use Job Notes?

As part of the hiring process you'll often need to store information that doesn't neatly fit into the category of job descriptions, resumes, cover letters, and candidate feedback. Job Notes are the place in JobScore where you can store this information and control who has access to it.

Job Notes are similar to Candidate Notes and have three parts:

JobNotes.png
  1. Add Note: Type in text and format it.
  2. Attach Files: Sometimes it makes sense to store and re-use documents instead of typing in text. For instance, you might choose to attach an employment application form, tests/assessments, internal requisition approval forms, or sample offer letters.  You can attach up to three documents to each job note.  Need more?  Just add another note!
  3. Mark Private: Some information about jobs isn't supposed to be seen by everyone (e.g. target compensation). When you check mark private you limit who can see each job note to a specific list of users.

How to use Job Notes:

Job Notes are a flexible place to put the "recruiting stuff" you need for each job. Right now it's likely you keep information about recruiting on your desktop or in shared online folders - but it's hard for the rest of your team to find it.

Job Notes are a place to store all of the information your team will need about a job inside JobScore. Here are a few examples of documents from different stages of the hiring process which you might add as job notes:

Opening the Job

  • Compensation information (e.g Target of 80K base with 10K OTE bonus. Could stretch to 100K base if they have 5+ years of experience)
  • Requisition Approval details (who requested the job opening, who approved it)
  • Private details about the job that aren't on the (public) job description. (e.g. Must be willing to travel, target start date, opportunity for promotion, details on who you'll work for / work with, etc.)

Sourcing Candidates

  • Market Intelligence (e.g. Company X just had a layoff, we should target them for candidates)
  • Sourcing Plan & Budget (use job boards X, Y & Z; search resume database A for keywords B, C, & D, engage search firms E, F, & G)
  • Expenses and receipts (e.g. invoices for Job Fairs attended, entertainment, etc.)

Screening and Interviewing

  • Reference + Background check vendor contact information & instructions.
  • CEO step: The CEO wants to meet all candidates before offers are extended, policy for how to get it scheduled.
  • Interview Script: Details about who should conduct the interview at each stage of the process. For example:

 

Stage 1st , 2nd, 3rd Choice Note Template
Recruiter Screen Buster Sales Rep - Rec Screen
Phone Interview Ann, Mary Sales Rep - Ph Iview
Onsite Interview 1 Chris Sarah, Felix Sales Rep - Onsite 1
Onsite Interview 2 Mitch, Adrien, Tom Sales Rep - Onsite 2
Reference Check Cole, Rita, Mary Sales Rep - Reference Check

 

Salary Negotiation/Offer

  • Offer letter approval chain information (who needs to approve offers)
  • An offer letter template
  • Copies of offer letters sent & signed

Hire

  • Information HR captures about candidates & wants to refer back to later.

What Job Notes are not meant for

Job Notes are so flexible and useful that you might be tempted to put *everything* in there.  Here are a few examples of things that we encourage you not to put into Job Notes as it will make them unwieldy:

  • Names of candidates to recruit (add them as candidates and assign them to the job or tag them)
  • Resumes
  • Cover Letters
  • Details about candidates / Candidate feedback (use Candidate Notes)
  • Job Descriptions
  • Email Templates used to communicate with candidates throughout the process.
  • Note Templates used to complete recruiter phone screens, hiring manager phone interviews, onsite interview feedback collection, etc.

In sum

Think of Job Notes like a big, huge trunk up your attic - a place you can put lots of stuff that's still in your house - but not the place to put stuff you'll need to find easily or use frequently.

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