What this feature does & when to use it?
Custom Entity-Type Fields empower recruiters to tailor their CRM and ATS to fit their unique workflows by linking key records like Candidates, Jobs, Contacts, Companies, Deals, Users, and Teams. These fields streamline data management, boost visibility across connected entities, and enhance automation and reporting capabilities across platforms.
This feature brings the flexibility of creating multi-select searchable fields that connect entities, ensuring data integrity, consistency, and a major productivity boost — especially when used with automation tools like API, Zapier, and Webhooks.
Step-by-step instructions
You can create and manage custom fields linking to Candidates, Contacts, Companies, Jobs, Deals, Users, and Teams.
Please note that this is supported on Candidates, Jobs, Contacts, Companies, and Deals.
Go to your Admin Settings. Navigate to the Data Customisation section, where custom fields are managed.
In Data Customization, select the record type where you want to add the entity type custom field. (Candidates, Companies, Contacts, Deals, or Jobs.)
Within the chosen record type, click New Custom Field.
Enter a Field Name that explains the relationship (for example, “Key Account Contacts”, “Associated Recruiters”, or “Related Jobs”).
From the Field Type options, choose one of the supported entities: Candidate, Contact, Companies, Job, Deals, Users, or Team.
Once saved, the field becomes available on all records of that record type.
You can also add those fields to the Profile View:
And to the List View:
Troubleshooting
Problem: The entity type custom field is not visible on records
Problem: The entity type custom field is not visible on records
Likely Cause: The entity type custom field was created for a different record type than the one you are currently viewing in Recruit CRM.
What to Check: Go to Settings > Custom Fields and confirm which record type (Candidates, Contacts, Jobs, etc.) the field was created under.
Resolution Path: Open a record of the matching type, or create the same field under the correct record type if you need it elsewhere.
Problem: Users can see the field, but cannot edit it
Problem: Users can see the field, but cannot edit it
Likely cause: Role or permission restrictions are preventing edits.
What to check: Review user roles and permissions related to editing records and custom fields.
Resolution path: Adjust user roles to grant edit access where appropriate.
Ask an Admin to verify that no additional restrictions are configured on that record type.
FAQs
1. Why are these fields only multi-select and not single-select?
1. Why are these fields only multi-select and not single-select?
Multi-select ensures users can associate multiple related records (e.g., multiple candidates to a job) for richer data linking and flexibility.
2. Why are some fields not clickable?
2. Why are some fields not clickable?
For User and Team fields, profile viewing is restricted for privacy and security. Clicking is disabled to avoid exposing sensitive team/user info.
3. Can I search records I don’t have access to?
3. Can I search records I don’t have access to?
No, if you don't have access to view a record, you won't be able to search it.
4. Why can’t I use placeholders with these fields?
4. Why can’t I use placeholders with these fields?
Placeholder support is intentionally excluded since entity fields are structured references rather than free-text entries.
5. What happens if an imported value doesn't match any record?
5. What happens if an imported value doesn't match any record?
The field is skipped to maintain data accuracy. You must ensure correct slugs, email IDs, or team names are used.
6. Why aren’t these fields supported on the Talent Pool or Job Application settings?
6. Why aren’t these fields supported on the Talent Pool or Job Application settings?
These fields are meant to track internal data and are ideally not to be exposed.
Conclusion:
Entity type custom fields in the new UI let you connect candidates, jobs, contacts, companies, deals, users, and teams in a structured, searchable way. By setting them up thoughtfully and adding them to your key views, you can streamline workflows, improve data integrity, and unlock more powerful reporting and automation. If you need help designing your field structure or troubleshooting a specific scenario, reach out to your admin or support team for further assistance.