# ATS field mapping worksheet for recruiting meeting notes

An ATS field mapping worksheet defines where each reviewed piece of meeting information should go, what format the destination accepts, and who checks the result.

Canonical source: https://recruitrecap.com/blog/recruiting-ats-field-mapping-worksheet
Author: Recruit Recap editorial team
Published: 2026-10-06T13:45:00+11:00

An ATS field mapping worksheet defines where each reviewed piece of meeting information should go, what format the destination accepts, and who checks the result. “Send notes to the ATS” is not a complete specification.

## Map information before building the handoff

| Source item | Intended destination | Validation question |
| --- | --- | --- |
| Candidate screen summary | Agreed candidate note type | Is the correct person and opportunity selected? |
| Availability | Approved field or note section | Are date and conditions preserved? |
| Client requirements | Agreed job or contact record | Does the destination represent the current search? |
| Unresolved question | Note or task under agency process | Who is responsible for the follow-up? |

The destinations in this worksheet are examples, not a claim that every ATS supports the same objects or that Recruit Recap supplies these connectors.

## Define values and empty states

Agree the accepted units, labels, and handling of unknown information. A blank field might mean “not discussed,” “not applicable,” or “awaiting confirmation.” Those meanings should not be interchangeable.

Fictional example: the source says a candidate can interview Tuesday but the destination field is called “available from.” Do not map the value until the field's meaning is confirmed. It may refer to employment start, not interview scheduling.

## Test a correction, not only the first write

Create an approved test record and change one value after review. Check whether the process updates the right destination, adds a new note, or leaves an older field untouched. Record the behavior rather than assuming a successful first transfer proves ongoing synchronization.

Also test a missing required field and an ambiguous identity. The expected result should be visible to the recruiter; a silent partial write is hard to manage.

## Agree who owns the mapping

An operations owner should confirm destination semantics with the people who use the ATS. Recruiters should test whether the final record is understandable in everyday work. Keep the mapping version with the integration scope so later field changes do not go unnoticed.

[Bullhorn's note documentation](https://kb.bullhorn.com/ats/Content/BHATS/Topics/NoteManagement.htm) illustrates that notes have record and workflow context. Use your own ATS's current documentation for implementation. Recruit Recap integrations are scoped on demand. Bring this worksheet and the [integration checklist](/blog/ai-note-taker-ats-integration-checklist) to the scoping discussion, and verify the actual destination before treating the workflow as ready.