# ATS notes vs structured fields: choose the right destination

Use an ATS note for narrative context and a structured field when the agency has a defined value, meaning, and workflow for it.

Canonical source: https://recruitrecap.com/blog/ats-notes-vs-structured-fields
Author: Recruit Recap editorial team
Published: 2026-10-06T13:45:00+11:00

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](https://kb.bullhorn.com/ats/Content/BHATS/Topics/NoteManagement.htm) is a primary example of note behavior within an ATS. Check the corresponding documentation for your own platform. Use the [field mapping worksheet](/blog/recruiting-ats-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.