Data Model

Settings → Data Model is where you shape the fields on your records. You can create custom attributes and file types for each record type in your workspace.

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Record types

The Data Model lists every record type with the number of attributes it has: Candidates, Jobs, Applications, Companies, Contacts, Opportunities, and Files. Click a record type to manage its attributes.

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Attributes

Inside a record type, the Attributes tab lists every field. For each attribute you can see its Type and Properties:

• System attributes are built in and cannot be deleted, but you can archive one your team does not use. An archived attribute is hidden from then on, so records and forms only show the fields you actually work with.
• Attributes marked AI Filled are completed automatically by AI. See AI-filled columns.
• Starred attributes show by default on records. Unstarred attributes are hidden behind Show all values. Drag attributes to set the order they appear in, both on the record and in the create dialog for candidates, contacts, companies, jobs, and opportunities, so a new record is filled in the order your team thinks about it. Fixed fields such as the name keep their place, and the placement dialog follows the placement form instead.

Use Create your own attribute to add a custom field. See custom attributes for the data types and how to work with them. A custom attribute can carry a description. Write one whenever the field’s name does not fully settle how it should be filled in: what counts as “Seniority”, which currency a rate is in, whether a date is the start or the signature. The description is where that convention lives, so a new colleague does not have to ask or guess.

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Required fields

The Required column on the attributes list shows whether an attribute has to be filled in, and there are two kinds.

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System required

Some attributes are marked System required and cannot be changed. They are the ones a record cannot meaningfully exist without: a job needs a Company, a Job title, and a Status.

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Warn when missing

Any other attribute can be set to warn. Open the attribute’s ⋮ menu, choose Configure required field, tick Warn user when the field is missing, and save. The list then shows a Warn when missing badge against it.

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What the warning actually does

When someone creates a record without one of these, Spott raises a Required fields are missing dialog naming exactly which ones, and offers Fill in fields or Add candidate anyway. The same warning is available on Companies and Opportunities: configure it under their attributes in the same way, and the dialog offers Create company anyway or Create opportunity anyway. The check runs in the create dialog only. Editing a record later, importing a CSV, and creating records through the API do not raise it. That distinction matters downstream. A warning on Email or Nationality keeps most records complete, but a report, a filter, or an automation that assumes every record has one will still meet the exceptions. If something truly cannot cope with an empty value, handle the empty case there rather than relying on this.

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Files and attachments

Files are part of the data model too. You can define file types shared across records, for example contracts or certificates, and give those types their own attributes, such as an expiry date on a certificate. Configure them here in the same way as record attributes. Everything is also accessible via the API.

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Consents

On the Candidates record type, the Consents tab manages the consent purposes you can track. See consent management.