Overview #
Every Journey collects and uses data. This article explains how that data is organised, where it comes from, and how it flows through the system.
Understanding this helps you:
- Set up your Agent correctly
- Avoid issues with missing or incorrect data
- Use Merge Fields with confidence
- Troubleshoot data-related problems
Where Data Comes From #
Data is collected at different points during the Journey:
- Steps — When a Candidate fills in a form, selects an option, or uploads a file, that data is saved automatically
- Gate — When a Candidate enters the Journey, the Gate can pass in data (e.g., name, email, source)
- Integrations — External systems can send data into the Journey via webhooks
How Data Is Organised #
Data in a Journey is organised into three layers:
Candidate Fields #
These are the standard fields associated with every Candidate:
- First name, last name
- Email, phone number
- Status, current Step
- Created date
These fields are visible in the Candidate Record.
Custom Fields #
These are additional fields you define based on your needs. For example:
- Preferred location
- Years of experience
- Budget range
- Preferred start date
Custom Fields are configured as part of your Path and filled in through Steps (e.g., Form, Options).
Metadata #
Metadata is behind-the-scenes data that the system uses internally. For example:
- Which Gate the Candidate came from
- Timestamps for each Step
- Scores from Compatibility Match
You typically do not need to manage metadata directly, but it powers features like Merge Fields and reporting.
How Data Flows Between Steps #
As the Candidate moves through the Journey:
- A Step collects data (e.g., a form collects "preferred location").
- The data is saved to the Candidate record.
- Later Steps can read that data (e.g., a confirmation message shows "Your preferred location is {{ preferred_location }}").
- The system uses the data for routing, scoring, and completion logic.
This means the order of Steps matters — a Step that reads data must come after the Step that collects it.
Using Merge Fields with Data #
Merge Fields let you insert Candidate data into messages, emails, and other content. For example:
- {{ firstname }} → shows the Candidate's first name
- {{ email }} → shows the Candidate's email address
For Merge Fields to work:
- The data must already be collected in an earlier Step
- The Merge Field name must exactly match the field name in the system
Common Issues #
- Merge Field shows blank — The data was not collected before this Step, or the field name does not match
- Wrong data displayed — The field was overwritten by a later Step or integration
- Data missing after import — The imported Agent may not include the same field configuration as the original
Tips #
- Plan which data you need before building your Path
- Collect important data early in the Journey
- Double-check Merge Field names against your field configuration
- Test the full Journey with sample data before going live