Employee Fields are where all fields available throughout are managed, including those used when creating task lists, flows, new hire wizards, onboarding, and conditions and filters across areas. 

Get the most out of Bob

  • The following custom fields can potentially be added to the existing standard fields in the platform, as relevant. They are based on experience
  • Be sure to review your company policies and select the most relevant ones for your operations.

Before you begin

  • Be aware that these custom Employee Fields can be linked to your Swedish site(s), and subsequently organized in Flows., e.g. New Hire, and Onboarding. 
  • Note that the following recommended fields are organized by category.

To open the standard list of fields, select Settings > Employee Fields.

Recommended fields

How to add custom fields to the category: Work

  1. Click Work > + New field.
  2. Under Name, enter “Contract end date.”
  3. From the Type dropdown menu, select Date. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  4. From the Applies to dropdown list, select your new Swedish site then click Add.
  5. Click + New field again.
  6. Under Name, enter “HRBP”
  7. From the Type dropdown menu, select Employee reference
    If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  8. In the Applies to dropdown list, select your new Swedish site then click Add.
  9. Click + New field again.
  10. Under Name, enter “Payroll ID”
  11. From the Type dropdown menu, select Text.
    If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  12. In the Applies to dropdown list, select your new Swedish site then click Add.
  13. Click + New field again.
  14. Under Name, enter “Workplace safety representative”
  15. From the Type dropdown menu, select Employee reference.
    If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  16. In the Applies to dropdown list, select your new Swedish site then click Add.

Make sure to update existing items and/or add the additional custom fields relevant to your company’s processes and operations.

You can decide to apply these (and other) fields to specific sites only or across all sites.

How to update Employee Fields in the category: Personal

  1. Click Personal and find the existing item Pronouns (list).It’s recommended to edit the existing Pronouns list to reflect an additional, local pronoun, as well as to give the opportunity not to disclose this information.
  2. In the Pronouns row, click the three-dot icon then click Edit
  3. Under Manage list, click Manage you will be able to update or move the list items. For Sweden, we recommend adding to the existing items: Hen, and Prefer not to disclose
  4. Click Save

Note: Ensure that you update existing items and/or add additional custom fields relevant to your company’s processes and operations.

Tip: As these fields will typically apply across all sites, keep and maintain a list of items that is comprehensive of the needs of the different locations.

How to add Employee Fields to the category: Identification

  1. Click Identification > + New field.
  2. Under Name, enter “Personnummer”
  3. From the Type dropdown menu, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  4. From the Applies to dropdown list, select your new Swedish site.
  5. Click Add.

Make sure to update existing items and/or add the additional custom fields relevant to your company’s processes and operations.You can decide to apply these (and other) fields to specific sites only or across all sites.

How to add Employee Fields to the category: Payroll

  1. Click Payroll > + New field.
  2. Under Name, enter “A-skattsedel”
  3. From the Type dropdown menu, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  4. From the Applies to dropdown list, select your new Swedish site.
  5. Click Add.

Make sure to update existing items and/or add the additional custom fields relevant to your company’s processes and operations.You can decide to apply these (and other) fields to specific sites only or across all sites.

How to add Employee Fields to the category: Financial

  1. Click Financial > + New field.
  2. Under Name, enter “Kontohavere”
  3. From the Type dropdown menu, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  4. From the Applies to dropdown list, select your new Swedish site.
  5. Click Add.
  6. Click + New field again.
  7. Under Name, enter “Kontonummer”.
  8. From the Type dropdown menu, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  9. From the Applies to dropdown list, select your new Swedish site.
  10. Click Add.

Make sure to update existing items and/or add the additional custom fields relevant to your company’s processes and operations.

You can decide to apply these (and other) fields to specific sites only or across all sites.

How to create a table in the category: Home

Note: It may be important for Swedish employers to collect essential information only. In this case, you may want to create a separate table to collect childrens’ birth dates: 

  1. Click Home and, scroll and click on + New table.
  2. Under Name, enter “Children date of birth.”
  3. In this new table, now click on +Add column.
  4. Under Name, enter “Child 1 date of birth.”
  5. From the Type dropdown menu, select Date then click Add.
  6. Click again on +Add column

  7. Under Name, enter “Child 2 date of birth” then click Add.
  8. Click again on +Add column
  9. Under Name, enter “Child 3 date of birth” then click Add.
  10. Add as many columns as necessary.

How to add fields to the category: Emergency

For companies with sites in Sites, it may be relevant to add a “Declaration of consent” field to the existing category Emergency. This will allow the emergency contact to formally consent to their details being shared with the employer.

  1. Click Emergency > + New field.
  2. Under Name, enter “Declaration of consent”
  3. From the Type dropdown menu, select Document. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  4. In the Applies to dropdown menu, select your new Swedish site.
  5. Click Add.

Note: Make sure to update existing items and/ or to add the additional custom fields that are relevant to your company’s processes and operations. You can decide to apply these (and other) fields to specific sites only, or across all sites.

How to update existing lists in the category: Lifecycle

For companies with sites in Sweden, it may be relevant to add a “N/A'' option to the existing list items under Leave type, in the Lifecycle category.

  1. Click Lifecycle
  2. In the Leave type row, click the three-dot icon then click Edit
  3. Under Manage list, click Manage you will be able to update or move the list items. For Sweden, we recommend adding to the existing items: N/A
  4. Click Save
  5. In the Reason for termination row, click the three-dot icon then click Edit
  6. Under Manage list, click Manage you will be able to update or move the list items. For Sweden, we recommend adding to the existing items: N/A
  7. Click Save

Note: Ensure that you update existing items and/or add additional custom fields relevant to your company’s processes and operations.

Tip: As these fields will typically apply across all sites, keep and maintain a list of items that is comprehensive of the needs of the different locations.

How to import people data in bulk, including local custom fields

During set up, use Import people as your first-ever import, or to add multiple new employees one time. For more information about importing people data in bulk, see Import people data

In addition to the standard import templates (People > Import), see the additional templates below that include the custom fields recommended and listed above: 

Note: As for the list above, these fields reflect common custom fields that may be relevant to include for Sweden, and this may not be an exhaustive list. You can always add or remove the fields from the import templates as based on your company’s needs.