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How to Use Shared Notes and Shared Lists in RETR for Better Recruiting

RETR now has two new recruiting features. Shared Notes let you log activity and track where you are with each LO Prospect. Shared lists let you work on a recruiting list together with colleagues and external recruiters.

What Are Shared Notes and Shared Lists in RETR?

  • Shared Notes: Keep an activity log for each candidate on a recruiting list, and set a status that shows their current stage.
  • Shared Lists: Invite teammates or external recruiters to a list, message each other about candidates, and keep a shared summary note on each candidate.

Who Can Use Shared Notes and Shared Lists?

Shared Notes and Shared Lists are available only to customers with the LO Recruit add-on.

  • ✅ LO Recruit customers can add notes, set statuses, and share lists
  • ❌ Customers without LO Recruit cannot use these features

To learn more, see What Is the LO Recruit Add-on in RETR?

Shared Notes

What are Shared Notes for?

Shared Notes help you keep track of each candidate as you work through a recruiting list. Notes are a log of your activity, such as calls and follow-ups. A status shows the candidate’s current stage.

How to Add a Note to a Candidate in RETR

Step 1: Open the candidate’s profile
Open your recruiting list and click a candidate.

Step 2: Open the Notes panel
Click the Notes button.

Step 3: Type your note
For example: “4/1, 10am: no answer” or “4/3, 12pm: connected, call back later.”

Step 4: Save the note
Click Save.

How to Set a Candidate’s Status

In the Notes panel, choose a status such as Lead or Qualified, then click Save.

Will my notes still be there when I switch between candidates?

Yes. Saved notes stay on each candidate’s profile, so you can move between candidates and come back later.

Can I add more than one note to a candidate?

Yes. Each note you save is added to that candidate’s activity log, so you can track every call attempt and follow-up.

Shared Recruiting Lists

What is a shared list in RETR?

A shared list is a recruiting list you share with other people, including external recruiters and colleagues who use RETR. Everyone on the list can add shared notes about candidates, message each other, and update statuses.

How to Share a Recruiting List in RETR

Step 1: Open the list
Open the recruiting list you want to share.

Step 2: Open the share options
Click the Share button, choose Share from the three-dot menu, or click the people icon.

Step 3: Invite people

  • People outside your organization (for example, an external recruiter): enter their email address.
  • Colleagues in your organization who use RETR: type @ and choose their name.

Step 4: Send the invite
Add a message if you’d like, then click Share.

What happens after I send a shared list invite?

The person shows as Pending until they accept. They get the invite by email and in RETR. Once they accept, they can work on the list with you. If they use RETR, the list also appears in their LO lists.

How do I message teammates about a candidate on a shared list?

Open the candidate’s profile and post a shared note. To tag a recruiter who already uses RETR, type @ followed by their name. They can reply in the same thread.

Will I be notified when a teammate posts about a candidate?

Yes. RETR sends you a notification when someone posts about a candidate. Click it to go straight to that candidate’s profile and the shared note.

Do shared notes update in real time?

Yes. New messages appear right away for anyone who has the list open. Teammates can also reply later.

What is a shared summary note?

A shared summary note is a short note pinned to the top of a candidate’s profile. It holds the most important details so anyone on the list can catch up fast. For example: “Clark knows this candidate personally. Following up after spring break.”

Who can see my notes on a shared list?

  • ✅ Shared notes and the shared summary note are visible to everyone on the list
  • ❌ Your personal notes are not visible to others. They stay private to you, and you can leave them out of exports.

How to Export a Recruiting List With Shared Notes

Can I export Shared Notes to Excel?

Yes. When you export a recruiting list to Excel, the file includes your notes, including shared notes, so you can import them into your CRM.

How to Export a Recruiting List to Excel

Step 1: Open the list
Open the recruiting list.

Step 2: Start the export
Click the Export button.

Step 3: Choose whether to include personal notes
Select whether your personal notes should be included in the file.

Step 4: Download the file
Click Export to Excel.

The Notes column is at the far right of the spreadsheet.

How do I leave my personal notes out of an export?

When you export, choose not to include personal notes. We recommend this for shared lists. Your private notes stay private, and the export still includes all the shared information.

How Can I Suggest a New RETR Feature?

Keep sending us your ideas! We read every one, and they help us decide what to build next.