Availability

1. Single User Field  

1. Used to assign one extra user to a record.
   
2. You can add up to five such fields per module.
   

Examples: Candidate Owner, Account Manager

2. Multiple User Field  

1. Used to assign more than one user (up to 10) to the same record.
   
2. You can have only one multiple-user field in a module.
   

Examples: Assign recruiter

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.
   

Note:
- The Edit & Delete option will apply based on the user’s profile permission. If a user does not have Edit/Delete permission in their profile but has access to a shared record with "Read/Write" / “Full Access,” the user cannot Edit/Delete the record. Edit/Delete action is always controlled by the profile-level edit/delete permission, not by the shared access level
- Record sharing applies only to the base record. Access is not extended to related data such as Associated Candidates, Notes, Emails, Activities, or other related lists.

How to Use the User Field   

The User Field is created, it can be associated with various features. Once created, you can use it to assign or share records with other users across these features.

1. From the Record Page: Click and edit the User field directly.
   
2. From the List View: Use Mass Update to assign multiple records at once.
   
3. While Creating a Record: Assign a user right from the creation form.
   
4. Using Quick Create: Use the quick add option to assign users.
   
5. When Editing a Record: Update the User field while editing.
   
6. Using APIs: Assign users through Create or Update Record APIs.
   

Tip:

When you create a User field for any module, Zoho Recruit automatically creates a system custom view called “Co-Owner <Module Name>” (for example, Co-Owner Candidates).

This view helps users quickly find all records that are shared with them.

Understanding “Allow Record Accessibility”   

The Allow Record Accessibility option decides whether users added through a User field can actually access the record or not.

What It Does  

1. If this option is ON, shared users can see and work on the record (based on the access level you gave them).
   
2. If it’s OFF, the shared users will no longer be able to see or access those records.
   

Behind the Scenes  

1. All those shared records will instantly stop being visible to those co-owners.
   
2. The records will also disappear from their Co-Owner <Module Name> view.
   
   

Example:

1. Go to Setup > Customization > Modules
   
2. In the Modules tab, select the corresponding module (for example, Candidates or Job Openings).
   
3. In the layout builder, click the setup icon next to the user field and select Edit Properties.
   
4. In the User Field Properties page, uncheck the Allow Record Accessibility option.
   
5. Click Done and Save Layout.
   
6. Once done, you'll see a confirmation message. 
   
   

Note: If you try to use APIs to add User Field data in these modules, the system will ignore those parameters.

Useful to Know

When You Delete a User Field  

If you delete a User field, all access granted through it is automatically revoked.

No leftover sharing permissions remain — the system cleans it up for you.

If You Downgrade Your Edition  

If your account moves from Enterprise Edition to a lower edition:

1. User Field sharing stops working.
   
2. The fields will still appear (for data reference), but the sharing functionality will be disabled
   
   If You Downgrade Your Edition

Useful Quick Comparison: Single vs Multiple Fields   

Feature	Single User Field	Multiple User Field
How many you can add	Up to 5 per module	1 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)