What does this feature do & when to use it?
Custom fields in Recruit CRM allow you to capture and organize additional information for records such as Candidates, Companies, Contacts, Jobs & Deals.
Using custom fields, you can tailor Recruit CRM to match your recruitment workflows and standardize data collection across the organization.
Before you begin:
On the Pro plan, you can create up to 15 custom fields per entity (candidates, companies, contacts, jobs, deals). On the Business plan, up to 100 custom fields per entity can be created.
You need access to Admin Settings to create and manage custom fields.
Deleting a custom field permanently deletes all data stored in that field.
Custom fields are configured per entity.
Step-by-step instructions
1. Navigate to Admin Settings in your Recruit CRM account.
2. Under Data Customization, select the entity (Candidates, Companies, Contacts, Jobs, or Deals) for which you want to add custom fields.
3. On the right side of the screen, click the + New Custom Field button.
4. Create the new field by selecting the appropriate field type, entering the correct value or label, and then clicking Save Field.
5. After saving, you can find the newly created field under Additional Information (Custom Fields) in the list on the left.
Note: Once a custom field of a specific type is created, its type cannot be changed later. If you need a different type, create a new custom field and delete the old one. Deleting a custom field will permanently remove all data stored in that field.
Supported Custom Field Types in Recruit CRM
Field Type | Purpose | Best Used For | Example |
Text (You can add up to 2000 characters in this field) | This field type is used to input the data of the "text" type. | Short custom information. | Current project being worked on |
Long Text (You can add up to 5000 characters in this field.) | This field type is used to add a paragraph. | Adding detailed notes. | Client-facing summaries or internal private notes about a candidate |
Dropdown | This field type selects an option from a pre-defined set of values. | Standardized options | Candidate Status |
Phone Number | This field type is used to capture the phone number. You can click on the number to take further action. | Store phone numbers | Secondary Contact Number |
Multi-select | This field type selects multiple options from a pre-defined set of values. | Multiple selections | Skills |
This field type is used to capture an email address. You can just click on the value inside this field and it will open a pop-up to compose an email. | Capture an email address | Work & Personal Email | |
Date Field | This field type is used to input the date. | Manage date and time details | Offer-letter sign date & time |
File | This field type is used to attach and upload files. | Upload files (PDF/DOC/JPEG etc.) | Certificates, etc,. |
Number Field | This field type is only used to input the data of the "number" type. It will not allow any character or special characters in this field. | Numeric values | Number of awards or achievements |
Social Profile (You can read more about this in this article.) | This field type allows you to enter the URL for a social media app, creating an icon on the record for easy access. Clicking on the icon redirects you to the records' social media profile URL. | URL for a social media app | |
Checkbox | This field type is used to capture the data of type "Yes" or "No". | Yes/No values | Remote Ready |
Date-Time | This field type is used to track and manage date and time details effectively and it supports MM-DD-YYYY, HH:MM format with a calendar and time picker (12-hour format). For eg, Jan 20, 2025, 12:30 PM | Manage date and time details | Offer-letter sign date & time |
Choosing the Right Custom Field Type
Use dropdowns when values should remain standardized.
Use multi-select fields when users may select multiple options.
Use text fields only when flexible input is required.
Use date fields for tracking milestones/date related data.
Use number fields to store numeric values.
How to Rearrange Custom Fields and Sections
1. To customize the arrangement of fields and sections that appear when you manually add or edit candidates, contacts, companies, deals, or jobs, go to the respective field settings in Admin Settings.
2. Use drag-and-drop to reorder fields or entire sections to match your preferred layout. Now your fields will appear in the updated order when you add or edit profiles.
How to Replace Existing Fields with Custom Fields
1. On the profile layout, choose any field that you no longer want in that section. Hover over the existing field, click the pencil (edit) icon, and select Replace Field. Then select the custom field you created to replace the old one.
2. Once placed, the custom field will appear on all records for that entity, allowing users to enter and edit data directly in that field.
Troubleshooting
Problem: I created a custom field, but I cannot see it on the profile page.
Problem: I created a custom field, but I cannot see it on the profile page.
Likely cause: The custom field is created but not added to the entity’s profile layout.
What to check:
Confirm the field appears under Additional Information → Custom Fields for the correct entity and ensure the visibility toggle is enabled.
Check the profile layout to see if the field has been added by replacing an existing field.
Resolution path:
Go to the entity’s profile page.
Hover over a field you do not need, click the pencil icon, and use Replace Field to select your custom field.
Problem: I need to change a custom field type (for example, from text to dropdown).
Problem: I need to change a custom field type (for example, from text to dropdown).
Likely cause: Field types cannot be edited once the custom field is created.
What to check:
Confirm whether the existing field type still works for your data.
Resolution path:
Create a new custom field with the correct type.
Migrate data manually if needed.
Delete the old custom field, understanding that this will delete all data stored in that field.
Problem: I cannot add more custom fields.
Problem: I cannot add more custom fields.
Likely cause: You have reached the custom field limit for your plan.
What to check:
Count the number of custom fields already created for that entity.
Confirm whether you are on the Pro plan (15 custom fields per entity) or Business plan (100 custom fields per entity).
Resolution path:
Remove unused custom fields to free up capacity, or
Consider upgrading to a plan with a higher limit if needed.
Common Mistakes to Avoid
Creating duplicate fields.
Naming fields inconsistently.
Using free-text instead of dropdowns.
Deleting fields without reviewing existing data.
FAQs
Does deleting a custom field affect existing data?
Does deleting a custom field affect existing data?
Yes. Deleting a custom field permanently removes the field and all data stored in that field across all records. This action cannot be undone.
Can I use different custom fields for different entities?
Can I use different custom fields for different entities?
Yes. Custom fields are configured separately for candidates, companies, contacts, jobs, and deals. You can have different fields and layouts for each entity.
Conclusion:
Custom fields help teams tailor Recruit CRM to their specific workflows while improving data consistency. By organizing fields strategically and following best practices, teams can maintain cleaner records.