Skip to main content

Use Intake Notes and Note Templates

Record notes on the fly and create a standard list of questions that your team can use for phone screens, interviews, intakes, etc.

Intake Notes or Person Notes are one of the main methods for recording information about candidates and tracking candidates through your screening process. This article will teach you how to use Intake Notes on the fly, as well as how to set up templates to use for consistency as you screen multiple candidates.

Using Intake Notes

Add or Edit Intake Notes

Create Notes Templates

Using Intake Notes

Intake Notes are there when you want to record general information about a candidate or contact - critical points of information that apply regardless of the project. These are your master notes for each person in your database, so unlike notes you can add on the person's Activity Feed or Highlights, Intake Notes are not meant to be job-specific. Intake Notes are also searchable!

Use your Intake Notes for:

  • Master notes that help explain a candidate and who they are.

  • General updates or details that are not job-specific.

  • Searchable, shareable, and easy-to-find updates.

  • Freehand note-taking on the fly.

  • Templated, structured record-keeping.

Add or Edit Intake Notes

Okay, so we know that Intake Notes are person-specific, independent of jobs, searchable, and can be used for free-form or structured note-taking... Now, how do you actually use them? Follow the steps below to find out!

  1. Go to a Person's Profile - it doesn't matter if you open this from a Job Pipeline, the People Page, or a report.
    ​

  2. Click Intake on the right-hand side of the profile.
    ​

  3. From here, you will have the option to type ad hoc notes, fill out a Form for the person, or add one of your Person Notes Templates.
    ​

    1. The Intake Notes section IS searchable via the People Page, so be sure to include memorable notes here - especially if you aren't using a Form or Template!
      ​

    2. To learn more about Forms in Loxo, view our guide on how to Create and Send Forms.

Create Notes Templates

Just like Email and SMS Templates, you can build your own Note Templates to use when gathering intake on your candidates.

  1. To start building your Notes Template library, navigate to Settings > Templates.

  2. Select the "Person note" tab at the top, then click the +Add button in the top right corner of the page.

  3. Fill in the details for the Person Note Template:

    1. Enter a Title for your Note Template (this is how the Template will appear in Loxo, so make sure this is something recognizable).

    2. Build the body of the template - you can even create a bulleted or numbered list of questions or prompts.

    3. Select whether or not you want to share this template with the team.

    4. Click Save.

      Note: There is a 2048-character limit on Note Templates.

Did this answer your question?