Configure custom fields for employee profiles

The standard employee profile covers most things you’d want to track (personal, employment, payroll, contact, emergency, etc.). For anything else specific to your organisation, custom fields let you add fields without code changes.

Common examples: driver’s licence number, professional registration number, dietary requirements for events, t-shirt size, preferred working hours.

Open Custom Fields

1. On the left hand sidebar, click Settings.
2. Open the Custom Fields area.

You’ll see a list of existing custom fields, plus a button to add new.

Add a custom field

1. Click to add a field.
2. Fill in:
   • Field label. What admins and employees see, e.g. “Driver licence number”.
   • Field type. Pick from text, date, number, or yes/no.
   • Field name (key). Internal identifier. Lowercase letters and underscores only. Auto-generated from the label if you leave it blank.
3. Save.

The field appears on every employee’s profile under the Custom Fields tab.

Editing values per employee

For each employee:

1. Open their profile.
2. Go to the Custom Fields tab.
3. Click into a field to enter or update its value.

Custom field values are visible to admins. Whether they’re visible to the employee themselves depends on your platform configuration — generally, any non-sensitive custom field shows on the employee’s own profile too, but sensitive ones can be marked admin-only.

Limits

• The platform supports a reasonable number of custom fields per org (no hard limit currently, but practical maximum is around 30 — past that, the Custom Fields tab gets unwieldy).
• Field type can’t be changed once created. If you need a different type, create a new field and migrate the data.
• Field name (key) can’t be changed once created. Pick the right name upfront.

Use custom fields for data, not workflow

Custom fields are great for storing information, not for triggering workflows. If you want something to happen based on a value (e.g. “send a reminder if certification expires soon”), use a workflow trigger instead, with the custom field as the data source.

Reporting on custom fields

The standard reports don’t currently include custom fields. The custom report builder also doesn’t include them as available columns. If you need to extract custom field data, the most direct path is the API (with a read scope) or a CSV export from the employee list.

When NOT to use custom fields

Don’t use custom fields for:

• Sensitive data (TFN, bank, super) — these have dedicated, encrypted fields elsewhere.
• Document storage — use the Documents tab instead.
• Long-form text or notes — use the notes section on the relevant module instead.

Permissions

Org admins only.