User Fields in Zoho Recruit | Collaborate with Multiple Owners on Records

We’re introducing User Fields in Zoho Recruit designed to make collaboration easier when multiple team members need to work on the same record. With User Fields, you can extend record ownership beyond a single user and enable smoother teamwork across recruiters, hiring managers, and interviewers.

Why we built this

Recruitment rarely happens in isolation. A single candidate or job opening often involves multiple stakeholders, recruiters sourcing profiles, hiring managers reviewing shortlists, and interviewers providing feedback.

Until now, records were tied to one primary owner, making collaboration less flexible. User Fields solve this by letting you associate additional users with a record, so everyone involved can stay aligned and take action without changing the main owner.

Availability 

Available for	Profile Permissions	Only users with Manage Customization permission can create or edit User fields.
	Editions	Staffing Agency and Corporate HR
	Plans	Enterprise (Including Zoho One and People plus)
	Modules	All modules, except a few like Referrals, Tasks, Events, Calls, Offers, Submissions, and Reviews.

What’s new 

User Fields allow you to associate one or more users with a record as co-owners. Based on the access level you choose, these users can view, update, or manage record details while the primary owner remains unchanged.

Types of User Fields   

 Single User Field   

Assign one additional user to a record.

1. Up to 5 single user fields per module
   
2. Ideal for one-to-one collaboration
   

Examples

1. Candidate Owner
   
2. Account Manager
   

Use case
A recruiter owns a candidate record but wants a colleague to track updates and follow up. Adding them through a Single User Field enables collaboration without changing ownership.

 Multiple User Field   

Assign multiple users (up to 10) to the same record.

• Only 1 multiple-user field per module

• Ideal for team-based hiring efforts

Examples

• Assign Recruiter

Use case
In a hiring drive with multiple recruiters working on the same role, a Multiple User Field ensures everyone can view progress, add notes, and stay in sync.

Control access with precision  

1. For every User Field, you can decide:
   
2. Whether shared users can access the record at all
   
3. What level of access they get: Read Only, Read / Write, Full Access

Note:
Even if a user is added through a User Field, they can delete a record only if their profile allows delete permission.
User Field access does not override the delete rights set in the user’s profile.

Adding a User Field     

To add a User Field

1. Log in to Zoho Recruit with admin rights.
   
2. Go to Setup → Customization → Modules.
   
   
3. Select the module where you want to add the field (like Candidates or Job Openings).
   
   
4. The Layout Editor opens. From the New Fields tray, drag and drop User Field into your layout.
   
   
5. Give the field a name — for example: Secondary Owner, Interviewer, or Recruiter.
   
   
6. Choose the field type:
   Single User - You can add up to 5 single user fields in a module.
   Multiple Users - You can add only 1 multi-user field in a module that can include up to 10 users.
7. Turn on or off Allow Record Accessibility, depending on whether you want users to have access to the shared records.
   
8. Set the level of access for the shared users:
   Read Only: Can only view the record.
   Read/Write: Can view and edit, but not delete.
   Full Access: Can view, edit, and delete.
9. Click Done and Save Layout.
   
10. Once created, you can assign users:
    From the record page
    From list views using mass update
    While creating or editing records
    Via Quick Create
    Through APIs (Create / Update Record)

Useful Quick Comparison: Single vs Multiple Fields     

Feature	Single User Field	Multiple User Field
How many can you add	Up to 5 fields per module	1 field per module
Users per field	1 user	Up to 10 users
Examples	Candidate Owner, Account Manager	Assign recruiter
Access control	Yes (Read / Read-Write / Full Access)	Yes (Read / Read-Write / Full Access)

For detailed steps and setup options, check out our help article:

👉 User Fields - Help Documentation   

Tell us what you think   

We’d love to hear how User Fields help your recruitment workflows. Have questions or feedback? Drop a comment below or reach out to us at support@zohorecruit.com.

Regards,
Team Zoho Recruit

• Topic Participants

• Gayathri M S

  

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