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

Transcript

See how admins can ensure they are tracking the most critical information about their employees with employee fields.

In this video, we'll learn how to:

Update employee data from employees' profiles.

Update categories, add new categories, and add new fields and tables.

Let's get started.

From the left menu, select People, Directory and org chart.

Click the employee's image or avatar to update their information in their profile.

Click the pencil icon to edit.

Input or edit relevant information.

Then, click Done.

In a table, click Add new row to add historical information.

Click the three-dot menu to edit or delete the row.

As in admin, you want to collect, store, and monitor essential employee details.

Bob will show you historical data and information in employees' profiles so you can find employee data more efficiently.

We'll set up employee fields in Settings to add new categories, fields, and tables.

Click + New category.

Here, we are using certification status as an example.

Add fields to collect proof of certification.

Make this a mandatory and historical field to attach an effective date.

This will help keep track of expirations and validity.

Now, add a table and create columns to collect historical information, such as the date of certification and the type of certification.

Here, we are using a list to add options to choose from.

Reorder the columns, rows, tables, fields, and categories to customize how data is presented in the profile.

You can also edit the names or archive categories once they are no longer relevant.

As you can see in the employee profile, the new categories will be listed.

A detailed report of your employee fields can be viewed and downloaded from Reports in the Analytics module.

Here, you can click + Add new from a template, then generate a report on employee fields to monitor the data points you're collecting.

And that's it.

You can use task lists and flows to automate relevant people data collection, or manually edit the profile to input information.

Ensure that your people have the appropriate permissions to edit and update people data.

Now you're ready to set up field dependencies. Thank you for tuning in to hear about employee fields.

See you next time.

Tip: If you're in the implementation process, we recommend that you create any custom fields you'll need before importing employee data. However, you will be able to create custom fields at any time and add the relevant information manually or via bulk import. To learn more, see Import people data.

How to customize the profile summary

  1. From the left menu, select Settings > Employee Fields.
  2. In the Profile Summary section, select the three-dot menu and click Edit.
  3. Select the fields you'd like to be displayed on the employee profile summary. You can delete fields displayed in the profile summary by clicking the X to the right of the field name.
  4. Click Save.

Tip: You can reorder the profile summary fields by selecting the three-dot menu to the right of the Profile Summary card, then click Reorder. Drag and drop the fields to reorder the fields as you wish, then click Save.

How to add a new category

Fields are grouped into categories. In addition to the default Personal, Basic info, and Work categories, you can edit categories and create your own categories.

  1. Click + New category.

    Note: You can also edit an existing category.

  2. Click the three-dot menu of the category name, then select Edit.

  3. Write a name and description (optional).
  4. Click Add.

How to add a new table 617ba73a3d779

Each category can hold either fields or tables. As a default, we have tables such as work, employment, address or payroll but you can create your own table:

  1. Select the category you would like to add a new table.
  2. In the Category Tables section, click + New Table.
  3. Write a name and description (optional).
  4. Click Save.

How to add a new field or column

Some fields, such as address or salary changes, include historical data tables to allow tracking of information over time. Some other tables hold multiple records, such as the Dependents table. You can edit or add to the contents of fields or tables to personalize the employee profile and people data you collect.

  1. Select the category where you want to add or edit a field or table.
  2. In Category fields, click + New field, or in Category tables, click + New column.

    Tip: Want to edit a field or column instead? Click the three-dot menu to the right of the field, then click Edit.

  3. Enter a field or column name, then choose the type of field:
    • Text
    • Text area
    • Date
    • Number

      Tip: The system will not read or display a numeric field starting with 0. If you want the field to display numbers that begin with 0, use a text field.

    • List: A list with preset options that you define.

      Note: When you adjust a list item, it may also affect your Analytics. To ensure data alignment go to Settings > Dashboards to adjust your metric calculations. To learn more, see Configure metric calculations for dashboard widgets.

    • Multi list: Multi-select list with preset options that you define.
    • Currency
    • Employee reference: List of all the active employees in the company.
      To learn more see How to best use the Employee Reference field type.
    • Hierarchical list: For creating an organizational structure or dependent lists.
    • Document

      Note: The Type cannot be edited once it has been created.

  4. Mark the Mandatory field checkbox if you would like to require people to complete this.
  5. Mark the Historical field checkbox if you want to keep track of changes to the field’s value over time. 
    add_a_new_field_.png

    Note: If you want the field to be Mandatory and Historical, to save it, enter the effective start date and the field value. If it's Mandatory, you will not be able to edit the first effective start date to be larger than the current value, and you must have a current value in order to have a future value. If the field is Mandatory, and there is only one value, you cannot delete it. For both Mandatory and optional fields, if you delete a value, it will update the previous value to end a day before the next row starts.

  6. If marked as a Historical field, and if one has View history permission, a clock icon will appear next to the field in the employee profile. Hover over the clock iconto view the field’s history.

  7. Write a description to help the employee fill in the details of the field (optional).

  8. If you want the field to be applicable to a specific site, select which Sites the field will be applied to, then click Apply.

  9. Click Add or Save if you are editing an existing field or column. 

Tip: You can reorder the fields within a category as well as reorder categories. Drag and drop the fields or categories to adjust the ordering. To change the placement of a field from one category to another, click the three-dot menu, then select Move to category. Select the desired Category from the dropdown menu, then click Save

How to edit, move, and archive Historical fields

  1. Click the category name, then on the field you want to edit. 
  2. Click the three-dot menu to the right of the value then select: 
    • Edit: Edit the field value or the Effective date, then click Save
    • Move to category: Select a category to move it from the dropdown. 
    • Archive: Click Archive again. 

How to archive and delete categories, tables, fields, and columns

  1. Select the category, table, field, or table you’d like to delete.
  2. Click the three-dot menu to the right of the item.
  3. Select Archive, then click Archive. When you archive an item, the data (e.g., all of the addresses) will be archived as well and hidden across the platform.

    Note: If you have fields within the category that are mandatory, you won't be able to archive the category.

How to use a previously archived item

You can restore an item that has been archived. When you restore an item, the data will be restored as well.

  1. From the left menu, select Settings > Employee Fields.
  2. From the dropdown menu, select Archived.
  3. Click the three-dot menu to the right of the item you’d like to restore, then select Restore.
  4. Click Restore.
    The item will be restored to its original location before being archived.

How to permanently delete an archived item and its data

You can permanently delete an item without the chance of later restoring the data.

  1. From the left menu, select Settings > Employee Fields.
  2. From the dropdown menu, select Archived. Click the three-dot menu to the right of the item you’d like to permanently delete, then select Delete.
  3. Write DELETE to confirm, then click Delete.
    This cannot be undone. Pre-defined fields can only be archived, not deleted. Historical fields cannot be deleted but you can archive historical fields.

FAQs 

What permissions do I need to edit or add Employee Fields?
Check your permissions to set who can access employee field settings in Settings > Roles & Permissions. From the permission group, you'd like to manage, select the Company tab in the Manage permissions sections. Select Settings > Employee fields. Enable Manage Employee Field Settings. This is generally a setting recommended only for HR Admins, but you may want to add permissions for a custom permission group such as your Finance team, for example. To learn more, see Create a custom permission group.

Why can’t I edit a field or table to mark it as mandatory?
Some fields, such as Full name, Age, and Birthday are calculated fields. The data comes from other employee fields and can not be marked as mandatory. However, requiring a First and Last name, for example, will ensure you gather the data you want.

How can I check if a field is a custom field or one of Bob's out of the box fields? 
From the left menu, select Analytics > Reports, then click My reports then + Add new. Select Report > Use a template then search for an Employee Fields and click Generate. In this report, you can see all the Custom field columns. 

Why can't I edit "Birthday"?
If you can't edit Birthday, check if the default field, Date of birth, has been archived and if it has, restore it. Edit or update the Date of birth and Birthday will then be auto-populated. Date of birth is sensitive data so only Admins or profile owners can view it. Birthday only shows a person's birthday without revealing the actual date of birth. 

How does the date format present on Bob?
Dates are displayed according to the user viewing the profile site, and not by the user's site, for example., if an admin from Tel Aviv is viewing a US employee profile, the date formatting will be displayed according to the Tel Aviv site's setup.