Relevant for: Recruiters
What are recruiting fields?
Recruiting fields are the data Leapsome stores on applications, candidates, openings, and offers. To add your own, go to 'Settings' > 'Recruiting' > 'Recruiting fields', choose a category, and click 'Create custom field'. You can decide who can see and edit each field.
Predefined fields cover common data, such as the source or salary expectations. Custom fields capture what your process needs, e.g., notice period or work permit. You can use fields in filters, auto-reject conditions, candidate emails, and offers, and collect them on application forms.
Note: Set up your fields before you publish your first job, so your application forms and offers capture the right data from the start. Leapsome adds default fields and option lists when you activate Recruiting.
Table of Contents:
- How do I create a custom field?
- How do I manage existing fields?
- How do I manage sources, archive reasons, and tags?
- Who can see and edit field values?
How do I create a custom field?
- Go to 'Settings' > 'Recruiting' > 'Recruiting fields' and choose a tab: 'Application', 'Candidate', 'Opening', or 'Offer'.
- Click 'Create custom field'.
- Enter a unique 'Field name' and choose a 'Field type', e.g., text, long text, number, date, single or multi select, yes / no, email, phone, URL, monetary, or percentage. For select types, add the options. Optional: add a 'Help text'.
- Under 'Read access' and 'Write access', choose the hiring team roles that can see and edit the field.
- Optional: turn on 'Required'.
- For application and candidate fields, turn on 'Available in application forms' if you want to add the field to your forms.
- Click 'Save'.
- You can't change the field type after you create the field.
- Monetary and percentage fields aren't available for candidate fields.
- Opening and offer fields can't be used in application forms.
To add a field to a form, see Building your application form.
How do I manage existing fields?
- Predefined fields are locked or read-only. For some of them, you can limit read access to selected roles.
- Custom fields can be edited, reordered by dragging, disabled, or archived. Archived fields keep their values on existing records.
- Select options: Retire and restore options instead of deleting them.
- Employee attributes: Open a field to choose the employee attribute it fills when a candidate is converted to an employee. To learn more, see Handing new hires over to the Leapsome HRIS.
Note: You can't archive a field, or retire an option, that an active application form or automation uses. Leapsome shows you what's using it.
How do I manage sources, archive reasons, and tags?
'Sources', 'Archive reasons', and 'Tags' each have their own tab on the same page. Click 'Add option' to add one, and reorder, deactivate, or reactivate options as needed.
- Sources: Options for candidates you add, source, or import yourself. They don't replace the sources Leapsome tracks automatically, e.g., for applications from your career portal.
- Archive reasons: The reasons for rejected and withdrawn applications. To learn more, see Moving, archiving, and restoring candidates.
- Tags: Labels recruiters add to applications. Tags show on the application profile and pipeline cards, and you can use them in filters and automations.
Predefined options are read-only. You can rename your own options. Deactivated options stay on existing applications but can't be selected anymore. Sources and archive reasons always need at least one active option.
Who can see and edit field values?
- Managing recruiting fields requires admin access to Recruiting settings. Super admins and admins have this by default.
- Field values follow the field's 'Read access' and 'Write access'. Roles with write access automatically get read access.
- If you leave 'Read access' empty, everyone with candidate access can see the field.
- Opening fields are visible to anyone who can view the opening. Offer fields follow offer permissions.
- Mapping fields to employee attributes also requires permission to manage the Recruiting to HRIS mapping.
For details, see Hiring team roles and permissions.