The Scenario
Legal sent a GDPR data review request on Monday. The compliance officer has a list of 60 recently rejected candidates — their IDs are in column A of an Excel workbook. The requirement: export all recruiter notes for each candidate so the legal team can verify what personal data was recorded and whether any of it falls outside the retention policy.
The Recruitee profiles are all there. The notes are attached to each one. What's not there is a structured export that puts all notes into a workbook row by row, with the author name and timestamp, in a format a lawyer can actually read.
The bad version:
- Open each Recruitee profile by ID, navigate to the Notes tab, copy each note's text, author, and date individually, paste into the workbook.
- Realize some candidates have three or four notes from different interviewers and you need to copy each one separately.
- Finish after two hours, hand the workbook to legal, and get a follow-up question asking why 8 candidates have no notes when you know at least some of them had feedback recorded.
GDPR timelines are not flexible. The data is in Recruitee. The time it takes to get it out by hand shouldn't be what determines whether you meet the deadline.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook and connects to Recruitee directly. It reads each candidate ID from column A, fetches all notes for that candidate from Recruitee, and writes each note as a row in the workbook with the text, author, and timestamp.
For each candidate ID in column A, fetch all notes from Recruitee and write the note text, author name, and creation date into columns B, C, and D — one row per note
What You Get
- One row per note per candidate, with the candidate ID repeated in column A for each row.
- Note text in column B, author name in column C, creation timestamp in column D.
- Candidates with no notes produce a row with the candidate ID and No notes found in column B.
- All 60 candidates processed in a single run — no pagination gaps, no missing profiles.
What If the Data Is Not Quite Ready
You need the output organized by candidate with a blank row between each group
For each candidate ID in column A, fetch all Recruitee notes and write one row per note with candidate ID, note text, author, and date in columns A through D — after all notes for a candidate, insert a blank row before the next candidate's notes
Legal also needs to know which candidates have zero notes recorded
For each candidate ID in column A, fetch all Recruitee notes. For candidates with notes, write one row per note with note text, author, and date in columns B through D. For candidates with no notes, write No notes recorded into column B and leave columns C and D blank.
The workbook has names in column B and you want names matched to the note export
For each row in my workbook, use the candidate ID in column A to fetch all Recruitee notes; write each note as a row with the candidate ID from column A, candidate name from column B, note text, note author, and note timestamp in columns A through E
Full audit export: notes plus candidate deletion flag
For each candidate ID in column A, fetch all Recruitee notes and write each note with ID, text, author, and date into columns A through D. After writing the notes, check if the candidate profile is still active or has been anonymized in Recruitee and write the status into column E.
Pull the notes and the profile status in one prompt — no reason to run two separate queries.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook with your candidate ID list, then ask it to pull all Recruitee notes for each one. For related tasks, see how to bulk-delete candidates flagged for removal or export all candidates at a specific pipeline stage.