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 on 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
Creating sections & custom fields
You can create and edit sections and custom fields on your candidate profile and application form via the Workflow section of your account. For example, a section called 'Salary information' would include custom fields like 'Current salary', 'Expected salary', etc.
Create a new section
To create a new section (under which you will create custom fields) and start collecting the candidate details you need, follow the steps below:
- Navigate to the Workflow section of your account
- Locate the 'Candidate custom fields' section
- Click Create new section and add the section title
That's it! You are now ready to create your custom fields under this section.
Add a new custom field
Custom fields can be added to any section (existing or new) by following the below steps:
- Hover over the section under which you need to add a new custom field
- Click the green + icon
- Fill out the custom field details; you can use the below table as a guide:
|Custom field title||
Field name describing the information to be filled in. Names should be at most 35 characters long.
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 (only for user-provided fields)
|A brief description of what the field is for.||
"Select the candidate's location preference"
Choose if the field is completed/provided by:
|Location in Application form (if candidate-provided)||Choose where do you want this field to be placed in the application form||
|Default setting for new & existing jobs||Select if a custom field should be mandatory, optional or off by default for new and existing jobs. 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|
- Click the Preview button for the Candidate profile or Application form sections to see what the fields will look like in practice
- If you are happy with the result click Save changes to publish all your updates at once
Provide custom field translations
If you have Language kits enabled you can provide the translations for each of your candidate-provided fields (and the multiple-choice options if applicable) under the relevant language tab. You can also provide the translation at a later point; until then the system will be using the default account language for these fields.
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 text: 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”.
- Boolean (Yes/No): ask candidates/users to provide a yes or no response.
- Numeric: this field type will only allow applicants/users to input numbers. Uses include: asking about current salary or years of experience.
- 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.
- File: 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
- 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 and the applicant/user can select multiple answers
- Multiple Choice (single select): this field type will allow only one answer selected by the applicant/user
Editing sections & custom fields
After being added, sections and custom fields can be edited via the same page (Workflow section).
Fields are shown in two categories: Candidate Profile and Application Form. All fields will appear under Candidate Profile and are editable. Candidate-provided fields will also appear under the Application Form category 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 (only for user-provided fields), 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.
If a field is in use you will not be able to delete it. You can disable the field instead.
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.
Note: New user-provided fields will not be visible under candidate profiles until you edit the candidate.
Reporting on custom fields
Data from custom fields are 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.