In exec search, a placement isn't just a milestone, it's a commercial event. Fee amounts, guarantee periods, billing contacts, off-limits clauses, split arrangements, these details matter for invoicing, compliance, and protecting your relationships. But if consultants aren't required to capture them at the point of recording, they don't always get recorded at all.
Mandatory custom fields on placements fix that. Admins can now mark specific placement custom fields as required, so consultants cannot save a placement record without filling them in first. The data your firm needs is captured at the right moment when the placement is made, not chased down weeks later.
This feature requires admin access to set up. If you're a consultant looking to record a placement, the mandatory fields will appear automatically when you open the placement form, just fill them in before saving.
How to Set Up a Mandatory Placement Custom Field
Go to Settings → Custom fields
Select Placements from the record type list
Click + Placement Field to create a new field, or click into an existing placement custom field to edit it
Fill in the field name, type, and any options (for multi-select or single-select fields)
Toggle on Mark as Mandatory
Save the field
From this point forward, any consultant recording a placement in Recruiterflow will see this field highlighted as required. The placement record cannot be saved until it is filled in.
Note: Making a field mandatory applies to all new placements created after the change. Existing placement records are not affected retroactively.
What Fields to Make Mandatory: Examples for Exec Search Firms
The right mandatory fields depend on how your firm operates. Below are the most common ones exec search firms use, with the field type and why it matters.
Fee and Commercial Terms
Field Name | Field Type | Why Make It Mandatory |
Fee Percentage | Number | Ensures every placement has a fee rate on record for invoicing and revenue reporting |
Fee Type | Dropdown (Retained / Contingency / Container) | Differentiates revenue streams for reporting and pipeline forecasting |
Invoice Reference Number | Text | Links the placement record to your finance system without manual cross-referencing |
Guarantee and Rebate Terms
Field Name | Field Type | Why Make It Mandatory |
Guarantee Period (months) | Number | Sets the clock on your firm's liability. Essential for managing rebate risk |
Guarantee Expiry Date | Date | Gives you a clear date to track. Prevents guarantee obligations from being forgotten |
Rebate Terms | Dropdown (Full / Pro-rata / No rebate) | Records what was agreed with the client so there's no ambiguity if a candidate leaves |
Billing and Client Details
Field Name | Field Type | Why Make It Mandatory |
Billing Contact Name | Text | Captures who the invoice should go to. Avoids delays when finance chases payment |
Billing Contact Email | Gives your finance team a direct line to the right person without involving the consultant | |
Purchase Order Number | Text | Required by many enterprise clients before they'll process an invoice |
Things to Know
Only admins can create or edit custom fields and set them as mandatory. Consultants will see the mandatory fields automatically when recording a placement.
Mandatory fields apply to all placement types. If a field only applies to one type (e.g., contract-specific billing terms), consider using a non-mandatory field with a clear label instead.
You can make an existing placement custom field mandatory at any time. This will not affect placement records that have already been saved.
There is no limit to the number of mandatory fields you can set, but keep it to the fields your firm genuinely needs. Too many mandatory fields slow down the recording process and lead to consultants entering placeholder values just to save the record.