Notes

This is the Notes tab on the applicant detail view. For the global Notes feature across all entities see Notes. It opens from the Applicant Detail View.

On this tab you record internal comments about this applicant — invisible to the applicant, visible to all team members. Notes also appear in the decision context when you want to add a reason to an acceptance or rejection.

Common Tasks

• Add a note
• Edit or delete a note
• Use notes in the decision context

How To

Add a note

1. Open the Notes tab → click + Note.
2. Enter text — no formatting required, plain free text.
3. Save — the note appears with your user name, date, and time.

Examples:

• "Pleasant on the phone — appointment confirmed for 20 May."
• "Employer verified — details check out, company is registered."
• "Pet is a cat; owner says acceptable if deposit is increased."

Applicant-specific behaviour: Notes are linked to the applicant record via the universal notes infrastructure. They do not appear in the general notes view of other entities (listings, rental units) and remain exclusively visible in the context of this applicant.

Edit or delete a note

1. Open the three-dot menu on the note card.
2. Edit → adjust text → save.
3. Delete → confirm — deletion is irreversible.

All team members can edit and delete their own notes. Administrators can delete notes by other team members.

Use notes in the decision context

When you accept or reject an applicant (Overview tab or via Decisions), the action dialog lets you reference existing notes or add a new reason note. That note then appears in the History tab as a linked entry.

Views and Fields

Notes list

Visible per note:

• Note text (free text)
• Created by: team member name
• Created at: date and time
• Last edited: date and time (when applicable)
• Actions: edit / delete (own notes or admin right)

Retention note: Notes are retained together with the applicant record. Deleting the applicant permanently removes all associated notes. For lasting documentation (e.g. a rejection reason based on SCHUFA) save the note externally before deleting the applicant.

Audit and History

Notes do not appear in the applicant's History tab — they are internal comments, not an audit record. When you add a note as part of a decision (acceptance / rejection), the connection to that decision becomes visible in the History tab.

Permissions and Multi-Select

• Visible to: all team members of the owner account.
• Add a note: all team members.
• Edit and delete own note: all team members.
• Delete another team member's note: administrators only — the action is irreversible.
• Manage multiple applicants at once: Applicant List — bulk rejection, filter by phase and status, sort by score.

Related Pages

• Applicant List and Filters
• Global Notes Feature