Meeting notes describe a conversation; interview feedback records an evaluator's assessment against the role and stage. Keep the two distinct so a transcript summary is not mistaken for a completed scorecard or an authorized hiring judgment.
Define the purpose of each record
| Record | Main purpose | Owner to identify |
|---|---|---|
| Transcript | Preserve captured speech | Agency's approved source owner |
| Reviewed meeting note | Organize relevant statements and unknowns | Recruiter or meeting reviewer |
| Interview feedback | Evaluate evidence against agreed criteria | Assigned interviewer |
| Client submittal | Present reviewed relevance for a role | Agency's submission owner |
The exact names differ across systems. Confirm the destination's meaning before mapping a generated output into it.
Do not turn missing evidence into a rating
Fictional screen: the recruiter did not ask about budget authority. The note should say the point was not established. It should not automatically populate an assessment field with a negative score.
Likewise, a candidate describing a successful project does not establish every competency on a scorecard. The evaluator must determine which evidence applies and what remains to be assessed.
Check the platform's feedback workflow
Greenhouse's scorecard overview documents a specific scorecard process. Use the current documentation for the ATS your team actually uses, including the roles and permissions involved. Do not assume a plain note and a scorecard can be written interchangeably.
If an integration proposes to fill feedback fields, ask which fields, what source supports them, who reviews them, and how incomplete evidence is represented. Separate drafting assistance from the evaluator's final submission.
Review the handoff as a team
Have a recruiter and an interviewer inspect the same test record. Each should understand which parts are source information and which represent assessment. If that distinction is unclear, revise the labels or destination before rollout.
Use the role scorecard guide to define criteria and ATS field mapping to document the transfer. Recruit Recap is a tool for transcripts, recruiting notes, and custom write-ups for review. It is not positioned as an automated hiring decision system, and ATS integrations are scoped on demand.