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 working within the Australian market.
  • 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 Australian 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 Australian 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 menu, select your new Australian site, then click Add.
  9. Click + New field again.
  10. Under Name, enter “Buddy.”
  11. From the Type dropdown menu, select Employee reference.
    If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  12. In the Applies to dropdown menu, select your new Australian site, then click Add.

Make sure to update existing items and/or add 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 table: Employment

  1. Click Employment and, under Category tables, click Employment. It may be relevant to edit the existing fields Employment contract and Employment type for inclusivity purposes.
  2. In the Employment contract row, click the three-dot icon, then click Edit
  3. Under Name, it’s recommended to update the field’s name to Contract. This is to be more inclusive of different types of collaboration, e.g., contractors, interns, and more. 
  4. Click Save
  5. In the Employment type row, click the three-dot icon, then click Edit
  6. Under Name, it’s recommended to update the field’s name to Engagement type.
    This is to be more inclusive of different types of collaboration, e.g., contractors, interns, and more. 
  7. Under Manage list, click Manage you will be able to update or move the list items. Relevant list items for Australia could include Permanent employee, Fixed-term employee, Casual employee, Contractor, and Internship
  8. 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 update fields in the category and table: Work Eligibility/ Right to work

Note: You can use the Work eligibility category to capture all details relating to your new hire's entitlement to work. It’s recommended to review all options listed to ensure suitability. 

  1. Click Work eligibility and, under Category Tables, click Work eligibility.
  2. Scroll to Manage List and click Manage.
  3. Review the options available and remove those that are irrelevant.

    Tip: For Australian businesses, it may be relevant to include: Passport, Citizenship certificate, Birth certificate, Visa, and Visa Entitlement Verification Online (VEVO). 

  4. Click Save then Save again.

How to add fields to the category: Financial

For companies with sites in Australia, it may be relevant to add a BSB code field to the existing category Financial.

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

Note: Make sure to update existing items and/ or add 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 create a new category: Superannuation

For companies with sites in Australia, it may be relevant to collect fields related to Superannuation in a specific category:

  1. Go to Settings > Employee Fields
  2. Click + New Category
  3. Under Name, enter “Superannuation.”
  4. Under Description, enter your description (optional), then click Add.
    This category will now be displayed at the bottom of the list of categories.
  5. To add relevant fields to this category, click + New field
  6. Under Name, enter Superannuation fund name.
  7. Under Type, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  8. In the Applies to dropdown menu, select your new Australian site, then click Add.
  9. Click + New field again.
  10. Under Name, enter Superannuation member number.
  11. Under Type, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  12. In the Applies to dropdown menu, select your new Australian site, then click Add.
  13. Click + New field again. 
  14. Under Name, enter Superannuation ABN.
  15. Under Type, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  16. In the Applies to dropdown menu, select your new Australian, then click Add.
  17. Click + New field again. 
  18. Under Name, enter Unique Superannuation Identifier (USI).
  19. Under Type, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  20. In the Applies to dropdown menu, select your new Australian site and click Add.

Note: Make sure to update existing items and/ or add 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.

Tip: If you want to include fields within this category in an Onboarding flow and ask new hires to fill this information out, they need to have permission to do so. You can allow it by editing the Profile owners permission group in Settings > Roles & Permissions.

How to add fields to the category: Payroll

For companies with sites in Australia, it may be relevant to add custom fields relative to TFN and the Superannuation amount to the existing category Payroll.

  1. Click Payroll > + New field.
  2. Under Name, enter “Superannuation (%).”
  3. From the Type dropdown menu, select Number. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  4. From the Applies to dropdown list, select your new Australian site.
  5. Click Add.
  6. Click + New field again.
  7. Under Name, enter “Superannuation (% of salary).”
  8. From the Type dropdown menu, select Number. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  9. In the Applies to dropdown menu, select your new Australian site.
  10. Click Add.

Note: Make sure to update existing items and/ or add 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 add fields to the category: EEO

For some Australian employers, it may be relevant to note if and how many people identify as Aboriginal or Torres Strait Islander. If this is relevant, a new field can be added:

  1. Click EEO > + New field.
  2. Under Name, enter “Do you identify as Aboriginal or Torres Strait Islander?”
  3. From the Type dropdown menu, select List.

    Note: If you’d like this field to be mandatory, mark the Mandatory field checkbox.

  4. Scroll to Manage List and then click Manage
  5. Click + Add and insert items:
    • Yes, Aboriginal
    • Yes, Torres Strait Islander
    • No
    • Prefer not to disclose
  6. Click Save.
  7. In the Applies to dropdown menu, select your new Australian site. 
  8. Click Add.

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

How to update and create dependencies between Leave types and Reasons in the category: Lifecycle

For companies with sites in Australia, it may be relevant to adopt specific terminology related to Leave type and Reason and to create dependencies between the two lists.

To learn more about field dependency, see Set up fields dependencies.

How to view existing standard lists

  1. From the left menu, select Settings > Employee Field
  2. Scroll and click on the Lifecycle category. 

How to view and update Leave type

  1. In the Lifecycle category, scroll to the Leave type row, click the three-dot icon then Edit.
  2. Scroll to Manage List and then click Manage
  3. Review the existing list items and remove/add the items most relevant to your company’s operations. Relevant list items for Australia could include Contract cessation, Voluntary cessation, Dismissal, Retirement, Redundancy, Ill health, Parental leave, Sabbatical, Deceased, and Other
  4. Once you have updated the list as needed, click Save.

How to view and update Reason

  1. In the Lifecycle category, scroll to the Reason for termination row, click the three-dot icon then Edit.
  2. Scroll to Manage List and then click Manage
  3. Review the existing list items and remove/add the items most relevant to your company’s operations. Relevant list items for Australia could include Failed probation, Performance, Misconduct, Compensation, Role / Promotion, Change in career, Relocation, Medically unfit, Injury, Ill health, Primary carer leave, Secondary carer leave, False starter, Transfer, Other, and N/A, and Other
  4. Once you have updated the list as needed, click Save.

How to create dependencies between the two lists

Step 1: Details

  1. Scroll to the top of the Employee Fields page and select the Dependencies tab at the top left.
  2. Click Create a dependency.
  3. In the wizard, under Field mapping, go to Parent and scroll to the Lifecycle category, and select the Reason type.
  4. In the same step, under Field mapping, go to Child and scroll to the Lifecycle category, and select the Leave reason.
  5. Click Next.

Step 2: Value mapping 

  1. Click the pencil icon to the right of the row. You can now match Reason types to the relevant Leave reasons.
    Example: Australian Reason types and Leave reasons

    If you choose to use the reason type items we listed above, you can use these leave reasons for your Australian site.

    Reason type Leave reason
    Contract cessation N/A
    Deceased N/A
    Dismissal Failed probation
    Performance
    Misconduct
    Voluntary cessation Compensation
    Role / Promotion
    Change in career
    Relocation
    Other
    Retirement N/A
    Redundancy N/A
    Ill health Ill health
    Medically unfit
    Injury
    Parental leave Primary carer leave
    Secondary carer leave
    Sabbatical N/A
    Other False starter
    Transfer
    Other
  2. Once complete, click Finish.

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 add multiple new employees at one time. For more information about importing people data in bulk, see Import people data

In addition to the standard import templates (Settings > 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 Australia, 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.