What this feature does and when to use it?
Recruit CRM provides a set of default fields for every record type, including candidates, companies, contacts, jobs, and deals, so you can start managing your data without having to build your account structure from scratch. These fields cover the common information recruiters and agencies typically need and are separate from custom fields created by your team.
Use this article when you want to:
Understand the built-in default fields available for each record type.
Know which fields can be customized, hidden, or replaced with custom fields.
Clean up or standardize data across candidates, companies, contacts, jobs, and deals.
Configure field visibility and structure for your team in Admin Settings.
Please note
Default fields cannot be edited or deleted in Recruit CRM. However, you can hide a default field if you do not want your team to use it and create a custom field to store the information instead.
Table of Contents:
How to identify default and custom fields
You can identify default and custom fields from the relevant record in the Data Customisation section in Admin Settings. The fields page shows which fields are built into Recruit CRM and which ones have been created as custom fields.
Go to Admin Settings and open the Fields section for the relevant record type under the Data Customisation tab: Candidates, Companies, Contacts, Deals, or Jobs.
Review the list of fields displayed on the page.
Identify the field type based on how it is displayed:
Default fields do not have a tag next to the field name. For companies, contacts, deals, and jobs, default fields appear on the left side of the page.
Custom fields are identified by the Custom Field tag. For companies, contacts, deals, and jobs, they appear on the right side under Additional Information.
Working with default fields
Default fields are built into Recruit CRM and cannot be edited or deleted. If a default field does not suit your team's data structure, you can hide it and use a custom field instead.
Identify the default field you do not want your users to see or use.
In Admin Settings, adjust the field's visibility by toggling it off to hide it where appropriate.
Create a custom field to capture the information you need.
Use the custom field to store the data going forward, following your team's preferred naming and structure.
Here are all the default fields available for each entity:
Candidate Default Fields
First Name (Text) - This field is required by default and you can not add a candidate without a first name. |
Email (Email Address), Phone (Phone Number), LinkedIn Profile (Text) - These are the unique identifiers to detect duplicate records for candidates. |
Full Address (Text) - Radius Search in Advanced Search is implemented using this field. The same is also applicable to Contact, Company, and Job Fields. |
Gender (Dropdown) - This field is only visible when the EEO toggle is turned OFF from the account management settings in admin settings. |
Birth Date (Date) - This field is used to calculate the value for the "Age" field which is also visible only when the EEO toggle is turned OFF from the account management settings. |
Locality (Text) - This field is auto-populated using the "City" and "Country/Region" fields on LinkedIn using the Chrome Extension. The same is also applicable to Contacts. |
Summary (Long Text) - Data added to this field is used to populate the candidate summary field in the Executive Search Report. You can also add templates for candidate summary. |
Resume (File) - The Advanced Search query searches for the keywords only on the file added to the default "resume" field. |
Work History, Education History, Employment Information (Field Sections) - All the fields in these sections are auto-populated when parsing a resume. |
Source (Text) - This field tracks the source of the candidate when added from different platforms, for example, LinkedIn, Talent Pool Page, Job Boards, etc. Click here to understand how to track the source of job applicants. |
Skills (Text) - This field tracks the skills of the record and is auto-populated when the Candidate is added from LinkedIn using the Chrome Extension. |
Company Default Fields
Company Name (Text) - This field is required by default and you can not add a company without a name. |
About Company (Long Text), City (Text) - These fields are auto-populated when adding a company from LinkedIn using the Chrome Extension. |
Industry (Dropdown) - You can select the relevant industry type for a company from this dropdown. |
Website (Text), Linkedin Profile URL (Text) - These are the unique identifiers to detect duplicate records for companies. |
Contact Default Fields
First Name (Text), Last Name (Text), Phone (Phone Number) - Basic information of your clients. |
Title (Text) - This field is auto-populated when adding a company using the Chrome Extension from the "Headline" field in LinkedIn. |
Email Address (Email Address), Linkedin Profile URL (Text) - These are the unique identifiers to detect duplicate records for contacts. |
Stage (Dropdown) - A contact can go through various stages while they are in your database, for example - going from a lead to a follow-up client. These stages can be customized from the Contact Stages section in admin settings following these steps. |
Job Default Fields
Job Title (Text), Number Of Openings (Dropdown), Company (Dropdown) - These fields are required by default. |
Contact (Dropdown), Secondary Contacts (Dropdown) - Once the company field is selected, you can select from the dropdown a contact associated with the respective company. |
Job Description (File/Rich Text) - It is advised to add the job description as text. Most of the external job boards do not accept jobs where the job description is added in a file format. |
Currency (Dropdown) - While you can choose the currency for every job, the default currency can be changed from your profile settings. |
Select Owner (Dropdown) - Refers to the user who is the owner of a job. |
Collaborator (Dropdown) - You can add other users from your team to collaborate on your jobs. |
Enable Job Application Form (Checkbox) - Enabling/disabling this checkbox impacts the visibility of your jobs on external job sites. |
Job Application Form Questions (Checkbox) - Enabling/disabling this checkbox impacts the visibility of additional questions on your Job Application URL. Account owners and admins have access to create these questions. |
Note For Candidates (Checkbox) - Enabling/disabling this checkbox impacts the visibility of the notes you add to your Job Applications. |
Pay Rate (Number), Bill Rate (Number) - These appear only for Contract or Contract-to-Permanent job types and can be marked as required in Admin Settings, but not hidden. |
Deals Default Fields
Name (Text), Deal Type (Dropdown) Owner (Dropdown) - The visibility of these fields can not be changed and they are required by default to track reports and conduct searches. |
Value (Number) - Required field indicating the estimated amount the deal is worth. |
Close Date (Date) - This is a required field that indicates the date by which a deal is estimated to be closed. A deal will only show up in a report when its close date lies in the period you're running the report for. For instance, a deal created in January with a close date of February will not show up in the reports for the month of January. |
Stage (Dropdown) - Indicates the current stage of a deal to calculate its weighted value. Deal stages can be customized from the Deal Pipeline in admin settings following these steps. |
Troubleshooting
Problem: You cannot edit or delete a field you no longer want to use.
Problem: You cannot edit or delete a field you no longer want to use.
Likely cause: The field is a default field provided by Recruit CRM.
What to check:
Open the relevant entity’s fields page in Admin Settings.
Confirm whether the field has a “custom field” tag (custom) or no tag (default).
Resolution:
If it is a default field (no tag), hide its visibility instead of trying to delete or edit it.
Create a custom field to replace it and use that new field going forward.
Problem: You cannot find your custom fields for companies, contacts, deals, or jobs.
Problem: You cannot find your custom fields for companies, contacts, deals, or jobs.
Likely cause: You may be looking only at the default fields section.
What to check:
On the relevant fields page, check both the left and right sides of the page.
Resolution:
Look under the “Additional Information” section on the right side for the custom fields you created.
FAQs
How the system identifies duplicates for Candidates, Contacts and companies records?
How the system identifies duplicates for Candidates, Contacts and companies records?
Candidates → Email Address, Phone Number, LinkedIn Profile URL
Contacts → Email Address, LinkedIn Profile URL
Companies → Company name, Website URL, LinkedIn Profile URL
Can I edit or delete default fields in Recruit CRM?
Can I edit or delete default fields in Recruit CRM?
No. Default fields cannot be edited or deleted inside Recruit CRM. You can only hide their visibility.
What should I do if a default field does not fit my process?
What should I do if a default field does not fit my process?
Hide the visibility of that default field and create a custom field that better matches your data and workflow needs.
Conclusion
Default fields in Recruit CRM give you a ready-made structure for candidates, companies, contacts, jobs, and deals, while custom fields and visibility controls let you adapt that structure to your workflow. If you need further help configuring fields or planning your data setup, contact your internal administrator or Recruit CRM support for guidance.