Custom fields will allow you to add and manage additional information in the employee's profile under the Personal or Job & Pay section. The fields will be added under their own field group and can not be added to the existing standard groups. As an admin you'll be able to create fields, field groups, and assign them to employee profiles. Managers and employees do not have the option to create custom fields however, they will be able to add in data to the fields (based on the Roles & Permissions granted to the employee).
Aside from the standard default fields in Humi, you may have additional information to record or manage in the employee profiles - this is when you will utilize the custom field feature. You will have the ability to assign custom fields to individual profiles, by departments, positions, status, or all employees.
The field name can be customized and what will be shown in the employee's profile. You will be prompted to add in a placeholder which can be a character, word, or number that the person filling in this field can use as a reference. If you have sensitive data you need to record, you can use the 'Encrypt This Field?' option and any information added to this field will be blurred.
As employees will also be able to add the information to custom field, you may want to include validations. This will allow you to determine what type of information your employees will input. The validation types include freeform, number, date, or yes/no and if it's required. This will ensure the correct information is being entered into this field.
Examples of custom fields include tracking permits, education, drivers license information, etc.
Field groups are where the custom field will show up on the employee's profile. Custom fields can not be added to already existing groups within the employee profile so, your new field group(s) will be created as an additional section under either the Personal or Job & Pay location. Creating the groups will help you categorize the custom fields and will allow you to easily view and track this data. As an example, you may have a field group titled "Device Management" and the custom fields under this group would include 'Laptop Model #', 'Cellphone Model #', and 'Other Devices'.
Now that we've covered the differences between fields and field groups, here is how you can create your custom fields and assign it to your employees:
You must have an admin role in order to create custom fields. There are two ways to add in custom fields - through the bulk importer or directly through the Custom Fields page in Settings.
If you have added additional fields using the data import, they will appear on this page otherwise, you will begin by clicking the + sign at the bottom right-hand corner and follow the steps outlined. You will be prompted to add in a role that will be able to view this custom field. For the roles that you have selected here, those assigned to the role will be able to view this field and the data containing in the field when viewing the employee's profile. You can choose multiple roles if required.
Once you have entered in the field information, you will choose the field group to where the custom field will appear. You can choose from your existing field groups or create a new one.
The last step is to set the validation type. The 'Free form' option is the most commonly used as you will not be restricted to just numbers, dates, or 'yes/no'. If the field also has a specific number of characters you can set them here to ensure the data filled in is valid. For example, if your custom field is a serial number that is 10 digits, you will add the minimum length as 10 and maximum length as 10. If entering the data that is greater or less than 10 digits, you will receive an error message.
Now that you have created your custom fields with the associated field group, you can now assign it to the employee profiles.
If the custom field has been added during the import they will already be assigned to the employee profiles. If you have just created these fields as outlined above, you will need to assign it to employee profiles for them to appear. You can choose the custom fields during onboarding or assign it to profiles after they have been added to Humi.
From the custom fields overview, click on the name of the field you want to add to an employee's profile. Click on the icon at the bottom right-hand corner, select employees, and click 'Assign'. Now these fields will appear in the employee profile under the location you specified when creating the field.
The role(s) that were added under step 1 in 'New Field' will have access to view and edit the data within this field. If the data is sensitive or related to their employment and you do not want the employee to be able to edit this information, you will need to add the field location to the Job & Pay section and remove the 'employee' role from the view. This will still appear in their profile for admins however, not visible to the employee.
Now that you have created fields, field groups, and assigned it to employee profiles you can now fill in the fields with the appropriate data. There are two ways to do this, through the bulk importer or individually through the employee profiles.
The bulk importer will allow you to add in custom fields for employees all at once or mass update existing fields. The first thing you will need to do is do a data export by going to. Reporting > Data Export. This step will export an excel field of all fields in the employee profiles, including the assigned custom fields. Once exported, you can fill in the fields directly on the excel then import it through Company > Import.