Custom Fields are additional fields that can be added to an employee profile to capture information not included in the system’s standard fields. They give organizations a flexible way to track details that are unique to their processes, policies, or reporting needs.
Empeon Workforce offer two categories of custom fields: Input and Checkbox.
Input fields allow free-text entries, suitable for information that may vary from employee to employee. Checkbox fields serve as simple yes/no options, letting organizations easily record binary information. Together, these fields provide a way to capture miscellaneous information directly within the employee profile that does not already have a designated field within Empeon Workforce.
Adding New Custom Fields
To set up new Custom Fields, navigate to the HR section of the Company tab, and then select the Miscellaneous Card.
Once within the Miscellaneous Card, select the Custom Fields section. Any Custom Fields that have already been set up will be displayed here. To add a new field, or edit existing ones, hover the mouse over the white box where the fields are listed and click the "Edit" button in the top right corner.
Empeon Workforce allows up to eight Input fields and up to five Checkbox fields to be added to employee profiles.
Input fields are free-text fields that allow any type of information to be entered on the employee profile. These are suitable for details that may vary between employees, such as notes, identifiers, or other miscellaneous information.
Checkbox fields are designed for yes/no information. On the employee profile, a checked box indicates “Yes,” while an unchecked box indicates “No.” These fields are useful for tracking binary information, such as availability or eligibility indicators.
To add a new custom field, enter a name or title for the field in the designated Input or Checkbox section. It is recommended to add fields sequentially.
After entering the field name, click "Save" to finalize the process. It can take a few minutes for the new field to appear on employee profiles, and in some cases, it may take up to 24 hours before it becomes available for assignment.
Managing Custom Fields for Employees
Once a new Custom Field has been registered, it becomes available on employee profiles as a field that can be assigned. Within the HR section of the employee profile, there is a Custom subsection where all registered custom fields are displayed.
As mentioned, there can often be a time buffer after a new Custom Field has been created before it is reflected here within the employee profile. It's important to note that Checkbox custom fields automatically default to “No” (unchecked) for each employee. Because of this, it may be necessary to manually update employees who should have the checkbox marked as “Yes" after a checkbox field has been created.
To update custom fields on an employee profile, hover over the white box where the fields are listed and click the "Edit" button in the top right corner. This allows values to be entered for both Input and Checkbox fields. Click the blue "Save" button to finalize changes on the profile.
Pulling Custom Field Data in Employee Live Reports
Any Live Report within the Employee category can have Custom Fields added using the Column Chooser option.
Input fields appear in the Available Columns list as User1 through User8.
Checkbox fields appear as Misc Check1 through Misc Check5.
These standard labels correspond to the order in which custom fields were created. For example, Input field 1 that was added will appear as User1, Input filed 2 will correspond with User2, and so on.
To make reporting easier, a "Custom Field" Live Report can be created using the Column Chooser to include all custom fields, even if there are some that are not currently being used. This allows the report to accommodate new Custom Fields that might be added at a later time after this report has been created.
The easiest way to set this up is to start with the Employee List Report, and to add all Custom Field columns to the report. It might also be helpful to remove some of the default fields already included within the report such as "Address" or "Hire Date" if they should not be included. After manipulating the report with the appropriate columns, it can be renamed to "Employee Custom Fields" and saved publicly so that all other Workforce users can have access to it. Please see below for an example of how a report like this can be created and saved On Demand.
