Customising onboarding and employee file fields - HR Web Platform

Overview

As an organisation, you many need to collect and store employee data tailored to your business' specific needs. These could be questions such as what dietary requirements they have for catering events, what software they are most familiar with, right through to what parking spot they use daily.

The Custom Fields feature also allows you to do just this, with the ability to ask a free text, single select or multi-select question to your employees, with the ability to set the user visibility, editing and location of those questions. You can also use this feature to edit any information if it changes and delete a record if it is no longer required.

HR Best Practise

We would recommend you make custom fields view-only for your managers and fully editable for your employees. Mark the field as mandatory if you need to collect the data for compliance purposes or for other mandatory reasons. Enable the capture field during onboarding option if you need to capture information at the start of their employment, for example, to determine a uniform size or laptop preference.

If you are adding a field that is not related to onboarding, use the Send an Email Notification to your Employees option to make sure you alert your employees to the new field requirement. Employee can find the Custom Fields feature in their employee file under Additional Information.

Availability

HR Plan:

Free

Standard

Premium

Platinum

Getting started

Create a custom field: Free text

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Create New button.
   
4. In the Type drop-down, select the Free Text option.
5. Complete the following fields:
   • Name.
   • Hint.
   • Description.
6. Click the Next button.
   
7. Complete the following fields:
   
   • Permissions:
     • Managers:
       • Hidden.
       • View only.
       • View and edit.
     • Employees:
       • Hidden.
       • View only.
       • View and edit.
   • Mandatory.
   • Capture field during on-boarding.
   • Send an email notification to employees.
8. Click the Save button.
   

Create a custom field: Single selection

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Create New button.
   
4. In the Type drop-down, select the Single Selection option.
5. Complete the following fields:
   • Name.
   • Add select options.
   • Hint.
   • Description.
6. Click the Next button.
   
7. Complete the following fields:
   
   • Permissions:
     • Managers:
       • Hidden.
       • View only.
       • View and edit.
     • Employees:
       • Hidden.
       • View only.
       • View and edit.
   • Mandatory.
   • Capture field during on-boarding.
   • Send an email notification to employees.
8. Click the Save button.
   

Create a custom field: Multi-selection

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Create New button.
   
4. In the Type drop-down, select the Multi-Selection option.
5. Complete the following fields:
   • Name.
   • Add select options.
   • Hint.
   • Description.
6. Click the Next button.
   
7. Complete the following fields:
   
   • Permissions:
     • Managers:
       • Hidden.
       • View only.
       • View and edit.
     • Employees:
       • Hidden.
       • View only.
       • View and edit.
   • Mandatory.
   • Capture field during on-boarding.
   • Send an email notification to employees.
8. Click the Save button.
   

Maintain

Edit a custom field: Free text

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Actions button.
4. Click the Edit button. 
   
5. Make the required changes and click the Next button.
   
6. Make the required changes and click the Save button.
   

Edit a custom field: Single selection

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Actions button.
4. Click the Edit button. 
   
5. Make the required changes and click the Next button. 
   
6. Make the required changes and click the Save button.
   

Edit a custom field: Multi-selection

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Actions button.
4. Click the Edit button. 
   
5. Make the required changes and click the Next button.
   
6. Make the required changes and click the Save button.
   

Delete a custom field

1. Click the Customisation menu.
2. Click the Custom Fields submenu.
3. Click the Actions button.
4. Click the Delete button.
   
5. Click the Confirm button.