Use an ATS note for narrative context and a structured field when the agency has a defined value, meaning, and workflow for it. Do not flatten every conversation into fields or leave every operational detail buried in a long note.
Decide what the information is for
| Information | Possible treatment | Question to resolve |
|---|---|---|
| Project experience | Reviewed narrative note | What context must remain? |
| Confirmed date | Defined field plus conditions if needed | What does this date represent? |
| Open question | Note or assigned task | Who follows up? |
| Interview evaluation | Relevant feedback form | Which stage and evaluator own it? |
These are design choices for an agreed workflow. Actual field availability and permissions depend on the ATS and configuration.
Protect context when using fields
Fictional source: “Can consider a start in November if the current project finishes.” A date field alone cannot preserve the dependency. Decide whether the field should remain unconfirmed and where the condition belongs.
Similarly, a compensation field without currency or period may misrepresent the candidate's answer. Clarify destination semantics before mapping. A neat database value can still be the wrong value.
Keep narratives usable
A note should have descriptive sections and current information. Use a concise opening, role-relevant evidence, practical details, and open questions. Avoid pasting a transcript into a note field if the team needs a reviewed summary.
Do not repeat the same fact in many places without deciding which source is authoritative. Multiple copies increase the work needed when the candidate corrects a detail.
Test how recruiters retrieve the information
Ask a teammate to find the candidate's current availability and the evidence for one role requirement. If they cannot tell which value is current, revise the record design before automating it.
Bullhorn's note management guide is a primary example of note behavior within an ATS. Check the corresponding documentation for your own platform. Use the field mapping worksheet to document decisions. Recruit Recap integrations are scoped on demand; agreeing the output of a custom write-up does not by itself establish how every ATS field will be populated.