By default, Workable organizes candidate information into a standard format using ‘fields’; different segments for each piece of information e.g. name, resume, contact details.
Custom fields enable you to modify the application form and candidate profile so you can collect and organize the exact information you need. Fields can be added to application forms for candidates to fill in, or be used internally by the hiring team.
Common custom fields include things like salary info, available start date and reference check info. Each field can be adjusted to keep the details confidential.
Example use cases:
- I want to record the candidate's expected salary in a specific spot on the profile after I talk to them in a phone screen
- I want to modify the default application form to include an option for candidates to select their highest level of completed education
Contact your Account Manager to add new custom fields. Navigate to Settings > Workflow to edit custom fields.
Adding new custom fields
Work with your Account Manager to have new fields added to your account. Provide the setting information below for each field. Your Account Manager can consult with you about further specifics as well as the location of fields in application forms and profiles.
|Title||Field name describing the information to be filled in. Names should be at most 35 characters long.||Expected Salary|
The type of data used for the field. E.g. paragraph, multiple choice, number, date...
See below for a complete list of field types.
|Hint||A brief description of what the field is for.||
"Select the salary range you would be comfortable with for this job."
Choose if the field is completed/provided by:
|Default setting (if candidate-provided)||Select if an application form field should be mandatory, optional or off by default. Can be adjusted for individual jobs.||
Choose which Workable user types should be able to see the field. For example, visible to:
|Hiring Managers & Admins|
Custom field types
- Paragraph: these fields are designed to be answered in the form of a sentence or paragraph. Common uses include: assessment questions or open-ended essay-style questions, requesting links to work samples
- Short Answer: limited to 128 characters, short answer fields are best-suited for cases where multiple-choice options might be too lengthy or where you would like a concise, free response. Uses could include: “What is your strongest skill?”, “What is your favorite movie?”, “Describe yourself in 100 characters”.
- Yes/No: ask candidates/users to provide a yes or no response.
- Date: ask applicants/users to select a date from a calendar menu. Common uses include: requesting a potential start date, determining a date when licensing/certification was received.
- Dropdown: enable the applicant/user to select an answer from a dropdown menu. Use this option if there are multiple brief answers to a question, which would take up too much room on the page as a standard multiple-choice question.
- Multiple Choice: this field type will allow you to add multiple answer options. Choose whether only one answer can be selected or multiple answers.
- Number: this field type will only allow applicants/users to input numbers. Uses include: asking about current salary or years of experience.
- File upload: ask the applicant/user to attach a file. This is useful for collecting portfolios or other documentation which would not be included in a resume or cover letter. The maximum file size is 20MB. Supported file types for upload are: .doc, .docx, .gif, .html,.jpeg, .jpg, .odt, .pdf, .png, .ppt, .pptx, .rtf, .tiff, .txt, .xls, .xlsx, .zip
Editing custom fields
After being added, custom fields are accessed via the Workflow section of your account.
Fields are shown in two sections: Candidate Profile and Application Form. All fields will appear under Candidate Profile and are editable from that sections. Candidate-provided fields will also appear under the Application Form section for reordering on the form.
Use this menu to select the location of fields on the Candidate Profile and Application Form. For example, an "Expected Salary" field - which will be filled in by the candidate - could be placed in the "Summary" section of the profile and in the "Application Details" section of the application form.
Drag and drop sections or fields to change the order in which they appear. Order fields so that the most important information appears at the top.
Hover on a specific field and click Edit to make changes.
Change the title, hint, default setting and visibility. For multiple choice and dropdown questions you can also change or disable the available answers. It is not currently possible to manually change provider details or type. Disable the field and contact your Account Manager for assistance.
Click the Preview button for the Profile or Application Form sections to see what the fields will look like in practice.
Viewing and using custom fields during recruitment
Candidate-provided fields will appear when you create the application form for a job. Set them to mandatory, optional or off per job as required.
When a candidate applies you will see these fields included on their candidate profile.
User-provided fields can be toggled for a specific job in the Team Members section of the job editor. You can enable or disable fields depending on their relevance to the job.
Custom fields (both candidate and user) will appear on candidates’ profiles. The location of each field is set under the Workflow Settings page. If you have turned off a field for a given job then it will not appear in the candidate profile. You can turn the field on at any time to have it appear.
In the above screenshot, the company has added a custom ‘Salary Info’ and ‘Available After’ to record the candidate’s expected and current salary and when they are available to start.
Reporting on custom fields
Data from custom fields is available to view and export via the Candidate Breakdown report. From the report page, select which custom fields you would like to see. Export selected fields to CSV for further analysis.
For example, if you track Expected Salary with a custom field, you could filter the Candidate Breakdown for specific jobs to see if candidates' expectations align with your budget for the role.