Before transferring meeting notes, verify the candidate identity and the relevant role or opportunity. A matching name alone is not enough when an agency has duplicate records, several active searches, or candidates with similar names.
Define the matching rule
| Check | What to establish |
|---|---|
| Person | Which verified identifier selects the candidate? |
| Role context | Which application, job, or opportunity is relevant? |
| Conversation | Which meeting produced the note? |
| Ambiguity | What happens if more than one record matches? |
| Reviewer | Who confirms the destination before a write? |
Use identifiers appropriate to the agency's approved system. Avoid copying unnecessary personal information into a separate matching spreadsheet merely for convenience.
Test ambiguous cases deliberately
Fictional test: two sample records share the name Jordan Lee, and one has two active opportunities. The process should make it possible to select the intended person and role without guessing. Define whether an ambiguous match blocks the transfer or requires manual review.
Do not allow a tool to create a new candidate automatically just because a matching rule failed unless that behavior is explicitly part of the approved integration scope. A false new record can make later reconciliation harder.
Check the destination from the user's view
After a test write, open the destination as the intended recruiter. Confirm the note appears on the correct record, carries the right context, and is visible to the right people. An API success response alone does not establish those facts.
Where the ATS distinguishes a person from their applications or opportunities, test that distinction. A note attached to the person may have different implications from feedback attached to one hiring process.
Document the exception path
Record who handles an unmatched conversation, how the source is retained under agency practices, and when it can be retried. Avoid leaving recruiters to invent a workaround under time pressure.
Use field mapping to specify the rest of the payload and the integration checklist to test the complete handoff. Recruit Recap's ATS integrations are scoped on demand. The matching process described here is a requirement to verify, not an assertion that a universal connector or automatic identity-resolution feature is already available.