Define custom employee fields

Track company-specific details on employee profiles — for example T-shirt size, office desk number, or a medical-check date. Fields are defined once for the whole company; the values are then filled in per person on their profile.

Before you start

You need the HR or Admin role — the section is part of your organization’s settings.
Open Settings → Employee fields. The screen lists the fields your company already has — each with its Edit and Deactivate buttons — and carries the form that defines a new one.

The Employee fields section: the current fields with their management buttons, and the definition form

Define a new field

Scroll to Define a new field and fill in:

Key — the short internal name values are stored under. Letters, numbers and hyphens. Each key can exist only once; if it is taken, the form tells you.
Type — one of Text, Date, Select or Checkbox. A Select field also takes Options, one per line.
Label — what people read on profiles, saved in the language you are using right now.
Required — whether every profile must carry a value.

Press Define field. The new field appears in the list above and on every employee profile immediately.

The definition form, with the key-and-type notice above it

Choose the key and the type carefully

The key and the type are forever. Every value people save lives under the key, and changing a field’s type would silently misread what is already stored — a text value read back as a date. The screen says this above the form, and the product refuses both changes everywhere. If you need a different key or type later, define a new field and deactivate the old one.

Edit a field

Press Edit on the field’s row. The editor opens under the row with:

Label — saved in the language you are using right now; translations in other languages are kept as they are.
Options — for Select fields, one option per line. Renaming a line makes it a new option: values people saved under the old name keep it until they pick again.
Required — whether every profile must carry a value.

Press Save to apply the change, or Cancel to close the editor without saving. The updated field shows on every profile immediately.

Deactivate or reactivate a field

Press Deactivate on the field’s row when the field should no longer appear on profiles. Deactivating never deletes anything: values people already saved stay stored, and the field stays in the list — marked Deactivated — so you can bring it back. Press Reactivate on a deactivated row to make the field live again, with every stored value still in place.

There is deliberately no delete button: deactivation is how a field is retired, because deleting one would orphan every value saved under it.

What is not self-service yet

Label translations for languages other than the one you typed the label in — send them to support, and mention the field’s key.

Filling values in

The values live on each person’s profile: HR and admins edit them through Edit profile on the person’s page, in the same panel as the rest of the employment record. Values are validated as they are written — dates must be valid dates, select values must be one of the defined options, and required fields cannot be left empty.