How to use custom fields, groups and profile templates

Note: Custom fields and custom groups can currently only be created by an Owner

Even if we try to include all the necessary fields of information needed to make it easy for our users, sometimes there are additional fields specific for your organization which you might want to add. 

This is why, as an Owner, you can create your own custom fields and connect it to your company, departments or even to specific individuals only with the help of different profile templates. 

Some of the most common examples of usage are custom fields for allergies, food preferences, clothing size (for company merchandise) and company hardware used but there are no rules on what you can or can't use it for. Another good thing with custom fields is that they can all be included in reports as well.

Let's break down the different components needed to add custom fields.

Fields: A data point such as "Email", "Phone number" or "Birthdate".

Group(s): Each section on an employee's profile is called a group which in turn consists of different fields (see image below). Here you have a group called "Personal" with fields such as "First name", "Last name" and "Legal gender".

Profile template: A template consists of multiple groups and fields. This is what you see when you review the profile of an employee. A profile template can be used by everyone in the company or be specific to a certain department, office, or even employee. 

For instance, if there are specific fields for only IT then you can have a profile template for everyone in the IT department.

Set up custom fields

1. Head over to Settings > Custom fields > + New field.

2. Choose your label (what the data point should answer).

3. Add a short description to make it easier for the one who should fill it in.

4. Choose who the field should be visible to.

5. Choose who the information should be collected from.

6. Choose the format and rules of structure of the information, e.g. text, yes/no or number.

7. Next is to add the field(s) to a group.

Set up groups

1. Head over to Settings > Custom fields > Groups > + Add group.

2. Name the group something relevant with the custom fields to be added.

3. Click + Add field and choose from the list of fields to add it to the group.

4. Repeat until you have added all the relevant fields.

Set up profile templates

Head over to Settings > Profile templates > + New profile template.

1. Choose a relevant name and description for the profile template.

2. Click + Add group to add the group(s) relevant to this template.

3. Click Set scope to choose who the profile template should be assigned to, e.g. everyone, specific departments or offices etc. 

4. Done.

An employee can only have one profile template assigned to them. Meaning each individual profile template needs to have all the custom groups and fields you would like the profile of the employee(s) chosen as part of the scope to have.