Hiring Intake Notes give you and your hiring managers one place to capture what a role really needs -the context, dealbreakers, and priorities that won't appear in the public job posting.
Each note has a name and a rich-text body, can hold uploaded documents (like a job brief or spec), and can be linked to a specific job or requisition. You can also record an intake meeting and let Pinpoint's AI Notetaker transcribe and summarise it for you.
Before you start
Is it switched on? Hiring Intake Notes are on by default for every account — nothing needs to be done to enable it. Access is controlled by the permissions below.
Permission needed: to work with Hiring Intake Notes you need one of these permissions on your role (an admin at your organisation sets these under Company - User Management - Permissions):
View Intake Notes — to see notes.
Create and edit Intake Notes — to create, edit, and archive notes.
To use the AI Notetaker on a meeting (optional): the person hosting the meeting must have connected their calendar to Pinpoint. There's no extra add-on to buy and it doesn't use any credits — it's included with Intake Notes.
How to create a Hiring Intake Note
Step 1: Open Intake Notes
In the left sidebar, go to Jobs → Intake Notes. This opens your company-wide list of intake notes.
Step 2: Start a new note
Click to create a note. In the New Intake Notes dialog, enter a Name (for example, "Account Executive Brief"), then click Create Intake Notes.
Step 3: Write the role context
In the editor, write up what the role needs — context, dealbreakers, must-haves, and priorities. Your changes are saved to the note. You can also pull in content from meetings and documents (see below).
Step 4: Attach supporting documents (optional)
Upload any source files for the role — a brief, spec, or org chart. Supported file types are PDF, Word (DOC/DOCX), Markdown, and plain text, up to 5MB per file. Pinpoint reads the text from each file and stores it with the note.
Record a Hiring intake meeting with the AI Notetaker (optional)
Instead of (or as well as) typing, you can have an intake conversation transcribed and summarised automatically.
Step 1: Add a meeting
In the note editor, find the AI Notetaker panel and click Add Meeting. In the Add Intake Meeting panel, choose one:
Use existing meeting — paste a link to a meeting you've already set up (works with Google Meet, Zoom, and Microsoft Teams). The AI Notetaker joins when it starts.
Manually schedule a meeting — create a new meeting and send the invites; the AI Notetaker joins automatically.
Step 2: Choose who it attends on behalf of
Under Attending on behalf of, pick the host. Only users who have connected their calendar to Pinpoint can host the AI Notetaker.
Step 3: Review and add the AI notes
After the meeting, the AI Notetaker transcribes and summarises it. On the meeting card, click View AI notes to see the transcript and AI summary, or click Add to Intake Notes to add the AI summary straight into your note. (The full transcript stays available to view; the summary is what gets added to the note.)
How to link a note to a job
Step 1: Open the job's Intake Notes tab
Open the job, then select the Intake Notes tab.
Step 2: Link or create
Click Link existing Intake Notes to attach a note you've already written, or
Click Create new to start a new note for this job. In the New Intake Notes dialog, choose:
Create new — start with a blank note and fill in the details from scratch, or
Copy existing — pull in the content from another Intake Note (use Copy from to pick the source). The original note stays unchanged; you get a new note for this job.
Give it a Name and click Create Intake Notes. A job can have one linked intake note. (Notes can also be linked to a requisition.)
Step 3: Manage the link
Once linked, the note appears under Linked Intake Notes on the job. Use the note's menu to Open it or Remove Link.
Finding and managing notes
In Jobs → Intake Notes, use the Open and Archived tabs to switch between active and archived notes, and the search box to find a note by name. From a note's menu you can:
Rename — change the note's name.
Archive / Unarchive — hide a note from the Open list without deleting it, or bring it back.
Tips
Give each note a clear, specific name (e.g. the role plus "Brief") — names must be unique, so they're easy to find later.
Upload the original brief as a document so the source material lives with the note. Or take advantage of the AI Notetaker — add a meeting to the note to capture the full discussion automatically, then add the AI summary to the note (you can edit it afterwards).
Archive notes for closed roles to keep your Open list tidy — they're never deleted, just hidden.
Troubleshooting
I can't see Hiring Intake Notes.
Intake Notes are on by default, so this is almost always a permissions issue — check your role has View Intake Notes or Create and edit Intake Notes (an admin sets these under Company > User Management > Permissions).
The AI Notetaker didn't join / the meeting shows "Failed" or "Opted out."
The Notetaker couldn't join or was removed from the call. Check that the host has connected their calendar and that the meeting link is valid - then try again.
There's no one to set as the host.
Only users who have connected their calendar to Pinpoint can host the AI Notetaker. Connect a calendar first, then add the meeting.
My uploaded document has no text / shows an error.
Pinpoint extracts text from your file in the background. If the file is an unsupported type, larger than 5MB, or corrupted, the text won't be captured (the file stays attached). Re-upload a clean PDF or Word document.
It won't let me name my note.
Note names must be unique within your account, and a name can't be blank or longer than 255 characters. If the name is taken, try a more specific one (archiving an old note frees up its name).
I can't link my note to a second job.
A note links to a single job or a single requisition. To use it elsewhere, remove the existing link first.
FAQs
Q: Can I turn Hiring Intake Notes on myself?
A: It's on by default - there's nothing to switch on. Access is controlled by your permissions.
Q: Is the AI Notetaker included?
A: Yes - it's included with Hiring Intake Notes at no extra cost and uses no credits. The only requirement is that the meeting host has connected their calendar to Pinpoint.
Q: Does the whole meeting transcript go into my note?
A: No - you add the AI summary to the note with one click. The full transcript stays available to view separately.
Q: What file types can I upload?
A: PDF, Word (DOC/DOCX), Markdown, and plain text, up to 5MB each.
Q: Can one note be linked to several jobs?
A: No - a note links to one job or one requisition.
Q: Can I reuse an existing Hiring Intake note?
A: Yes - when you create a note on a job or requisition, choose Copy existing to pull the content from another note into a new one. The original stays unchanged.
Q: If I archive a note, is it gone for good?
A: No. Archived notes are hidden from the Open list and can be unarchived at any time.
Q: Can candidates see Hiring intake notes?
A: No. Hiring Intake Notes are internal to your team.