Candidates


 

Candidate Note Security Overview

Overview 

Candidate Notes have varying levels of security. Admins can keep notes secret or not and hiring managers can share notes with each other. The possibilities are outlined below. 

Automatic Roles

If you use automatic roles, candidate note security is simple. You would know if you are using automatic roles if you had never contacted or support team to turn on manual roles for you. Manual roles are a way to get more granular control over your system security. To find out more about this feature, view our Create a New User Role article. 

For automatic roles, candidate note security can be summarized as:

Hiring Managers can:

  • Only enter non-sensitive notes
  • Can see other hiring manager notes (for interview collaboration purposes)
  • Can see non-sensitive notes the admin enters

Admins can:

  • See and edit all notes

Manual Roles

For each of the following scenarios, each note setting is listed and whether it should be on or off. For a step-by-step guide on how to update roles, view our Edit a User Role article.

If you want a hiring manager to only see their own notes and no one else’s:

  • Add note panel: ON
  • Can View All Unlocked Notes: OFF
  • Can View all Notes: OFF
  • Can Edit All Notes: OFF
  • Locked Note Checkbox: OFF

If you want hiring managers to see their own notes as well as other hiring managers’ notes and non-sensitive notes that the admin enters:

  • Add note panel: ON
  • Can View All Unlocked Notes: ON
  • Can View all Notes: OFF
  • Can Edit All Notes: OFF
  • Locked Note Checkbox: OFF

If you want your hiring managers to see sensitive notes, plus unlocked notes, plus their own:

  • Add note panel: ON
  • Can View All Unlocked Notes: ON
  • Can View all Notes: ON
  • Can Edit All Notes: OFF
  • Locked Note Checkbox: OFF

If you want your hiring managers to see their notes, all unlocked and sensitive notes, AND enter their own sensitive notes:

  • Add note panel: ON
  • Can View All Unlocked Notes: ON
  • Can View all Notes: ON
  • Can Edit All Notes: OFF
  • Locked Note Checkbox: ON

If you want your hiring manager to edit other people’s notes, then turn on:

  • Can Edit All Notes: ON



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