Custom fields are a smart way to identify and group your workforce.They allow admins and owners to customize what information is important to them in order to organize their users. A custom field is an information field found inside the user's profile, and is filled with information specific to each employee. Custom fields can be fields such as position, birthday, employee start date, t-shirt size and much more! Custom fields are important since they allow you to filter your workforce at all times, and later on, they will also help you create Smart Groups to better manage your employees.
In this article will go over:
Now let's get started!
Where Do I find Custom Fields
Custom fields can be easily created and managed from the Users tab. To create a custom field enter a user's profile and select the settings icon in the top right corner. Here you can create, edit, or delete employee detail categories and custom fields.
Types of Custom Fields
Now that you understand why custom fields are so important and where they are found, let's go over the types of custom fields that exist. You can create a custom field in the form of an email, date, number, text, phone number, drop down, file, birthday and direct manager.
Now let's go over a few examples of how this might look.
Example 1: You may use the text form to create a custom field called Position, where users or administrators can enter the user positions at the company.
Example 2: You may create a drop down custom field form to create a custom field called T-shirt, with size options such as Small, Medium, Large, which users or admins can choose from.
Example 3: You may use the date form to create a custom field named Employment Start Date. This will give admins or users the option to later add a date in each user's profile.
Creating Custom Fields Step By Step
After you have navigated to the employee details page as done above you can create a custom field. Simply select Add Field and choose the type of field.
Then name it and press save. In the example below you can see I create a Custom Field named Job. If you create a custom field for one user, that custom field will be added to every one of your users' profiles. The admin will only need to update the created custom field in each profile.
Pro tip: By default the user profile has two categories of fields these are Personal Details and Company Details, but you can always create additional categories or rename these. To add a category simply click on + Add Category in the top right hand corner and name the category. To rename the category, hover over the Personal Details or Company detail title and select the pen icon.
Custom Field Settings
Once you have added a custom field it is important to set their settings. This can be done either while creating the custom field, or after the fact. To set a custom field's settings simply enter the employee details page, hover over the custom field and select settings. Here you are presented with a few options.
Lets go over these below:
Select which admins can view this information - here you can choose which admins can see information in a particular custom field
Select which admins can edit this information - allows you to choose which admins can edit information of specific custom fields
Required - checking this field off means the custom field is required to be filled out when adding the user
Visible for mobile users - this allow users to
Users can edit this information via the mobile app - checking this option allows the admin to give the ability to update information of a certain custom field to users. This can be great for custom fields that contain more personal information such as t-shirt, birthday, or allergies.
Multiple Selection - checking this option allows users to select more then one option for a drop down list. This option is specifically for drop down custom fields.
Updating Custom Fields Inside a Users profile.
Now that you know all about creating and editing custom fields. Let's go over what these look like and how they can be updated inside a user’s profile. Once inside the user's profile you can see the custom fields listed under the categories.
In the example below we can see there are custom fields such as position, employment start date and branch.
To update these custom fields simply type in, add a date, or select from the drop down the correct information. In the example below I set my users position to be cook. Take a look at how this looks below.
Frequently Asked Questions
When is the best time to create these custom fields?
The best time to create a custom field is actually before you add in your users. This way you will no exactly which fields you need to identify your workhouse and ensure the field is filled out when each user is
Is there a way to bulk update a user's custom fields? How can I do that?
Yes there is. There are two ways you can bulk update custom fields.
The first is in the User tab. Simply select the users whose custom fields you want to update and use the action tab, select update users details, select the field and the new fields vale. Take a look at how this looks below
The second is in the employee details page, inside the custom field itself. After entering the employee details page as done above select the custom field. A menu will appear to the right, here you can enter the missing information for the relevant users. In the example below you can see I updated some users who were missing information in the custom field named Branch.
Can I see who does not have a specific custom field filled out?
Yes, you can! When you enter the employee details page as done above click on a specific custom field, a summary will appear on the right. Here you can view the status and see which users have value entered in their custom field and which do not.
In this article we went over what a custom field is and how it helps you identify your workforce. We described how to find custom fields and the types of custom fields that exist. We created a custom field step by step, and learned how to set the settings of each custom field. We also updated custom fields in our users profile and answered some of out most asked question. Now that you know the basics and more. Go ahead and identify your workforce!
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