How to set up Custom Fields for Employee profiles

What are custom fields?

Employee profile cards in Simployer One include many built-in fields. If your company needs to store information that isn't part of the default profile card, you can create custom fields. Custom fields are marked with a snowflake icon on the profile card. Common examples include allergies, food preferences, clothing size, and company hardware.

Note: Setting up custom fields involves three steps: creating the fields, grouping the fields, and assigning the groups to employees using profile templates.

How do I create a custom field?

1. Go to Settings, then click Custom fields.
2. On the Fields tab, click + New field.
3. Enter a Label. This text is what appears on the employee's profile card.
4. Select a Type for the field, for example Text or Number.
5. Enter Help text to describe what the field is for.
6. If the field must always be filled in, check This field is required.
7. If employees should be able to enter more than one value, check Allow multiple values.
8. Under Permissions, choose who can see the field under Visible to, and who can enter information into the field under Collect from. You can choose Owner, Admin, Manager, Employee, or Everyone in the company.
9. If you want to offer a fixed list of options, check Predefined values, then enter a Label and Value for each option. The Label is what shows on the profile card. The Value is what appears in reports.
10. If the field stores sensitive information, check Personal information.
11. Click Save field.

Tip: On Windows, press the Windows key and the period key to insert an emoji into the Label field.

Example: For a T-shirt size field, you could enter S as the Label and Small as the Value.

How do I group custom fields together?

1. Go to Settings, then click Custom fields.
2. Click Groups to switch to the Groups tab.
3. Click + New group.
4. In the New field group window, enter a Label and Help text for the group.
5. Click Create field group.
6. On the group's card, click + Add field, then select the custom fields you want to include in the group.

How do I assign custom field groups to employees?

After you've created field groups, you assign them to employees using profile templates. A profile template controls which groups of custom fields employees see and can fill in on their profile.

1. Go to Settings, then click Profile templates.
2. Click + New profile template.
3. Enter a Name and Description for the profile template, then click Create.
4. Click + Add group, then select the field groups you want to include in the profile template.

Important: Each employee can only belong to one profile template. If different groups of employees need different sets of custom fields, create a separate profile template for each group.

How do I set the scope of a profile template?

The scope of a profile template controls which employees the template, and its custom fields, applies to.

1. Go to Settings, then click Profile templates.
2. Click Edit on the profile template you want to update. This opens the Edit scope window.
3. Use the Offices, Departments, Individuals, and Employment types dropdowns to define which employees the template applies to.
4. Use Exclude from scope to remove specific offices, departments, employment types, or individuals from the scope.
5. If the template should apply to everyone, check Give access to all Employees.
6. Click Save.