Custom Fields is a feature that allows you to define custom fields for users, punches, or shifts. You can configure the field type—such as a checkbox, multiple-choice list, text, number, etc.—and specify additional settings like whether the field is required, whether each user must have a unique value, or if it's a sensitive field requiring special administrator permissions to access. Additionally, you can decide if the field can be cross-indexed in reports, allowing you to filter by value for better data analysis.

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Organization’.

Step 2: Click on the "Custom Fields" tab.

Step 3: To create a new one, click the "+ Add Custom Field" button in the top right corner.

There are numerous settings/options here:

1. Applies To - You can create a field for a User, Punch, or Shift.
2. Order - You can specify the order of multiple fields relative to each other by assigning a number greater than zero. Fields will be arranged in ascending order (i.e., from lowest to highest order number).
3. Active - If this field is later no longer needed, you can deactivate it later.
4. Name - This is the name of the field to display everywhere.
5. Description - This is extra help text to display where the user is prompted to enter a value for the field.
6. Type - Specifies what type of value is entered for this field. Valid options are: Yes/No, Number, Text, and Select from List. Once the type is set on the field, it can not be changed. If the type is Select from List, then you will be able to create a list of possible values for the user to choose from.
7. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
8. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
9. Default - You may specify a default value to pre-populate.

There are some other options available, depending on other settings:

User

User - Number

1. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
2. Unique - If checked, then only one user in the organization may have a given value. This option is useful for information such as an ID number.
3. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
4. Induction - If checked, then a mew worker will be prompted in the mobile app to enter a value for this field. Available in mobile app version 3.3 or later.
5. Worker update - If checked, then a mew worker can update this value in the mobile app. Available in mobile app version 3.3 or later.

User - Text

1. Multiline text - You can enable this option to allow the user to enter multiple lines of text. Otherwise, one line of text may be entered.
2. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
3. Unique - If checked, then only one user in the organization may have a given value. This option is useful for information such as an ID number.
4. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
5. Induction - If checked, then a mew worker will be prompted in the mobile app to enter a value for this field. Available in mobile app version 3.3 or later.
6. Worker update - If checked, then a mew worker can update this value in the mobile app. Available in mobile app version 3.3 or later.

User - Select from List

1. May select multiple items - You can enable this option to allow the user to select multiple items simultaneously. Otherwise, only one item may be selected.
2. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
3. Unique - If checked, then only one user in the organization may have a given value. This option is useful for information such as an ID number.
4. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
5. Induction - If checked, then a mew worker will be prompted in the mobile app to enter a value for this field. Available in mobile app version 3.3 or later.
6. Worker update - If checked, then a mew worker can update this value in the mobile app. Available in mobile app version 3.3 or later.
7. Cross-index - You'll be able to filter time & attendance data reports by this custom field. For example, you might create a List of subcontractors, and filter the Time Cards report by subcontractor.

User - Yes/No

1. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
2. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
3. Induction - If checked, then a mew worker will be prompted in the mobile app to enter a value for this field. Available in mobile app version 3.3 or later.
4. Worker update - If checked, then a mew worker can update this value in the mobile app. Available in mobile app version 3.3 or later.
5. Cross-index - You'll be able to filter time & attendance data reports by this custom field.

Using User Custom Fields

Once your User Custom Fields are set up, you can add a new user or edit an existing user to apply the custom fields.

Step 1: Go to the Fareclock Admin Console and go to Settings. Under ‘Settings’ find and click ‘Users’.

Step 2: Here you can set the custom fields in the section titled "Custom Fields". The fields will be in the order you specified in the previous setup section. They will also be pre-populated with any default values you configured previously, which you can modify for that particular user.

You can also filter the User list by Custom Field:

Punch/Shift

A Shift Custom Field is filled out at the start or end of a shift, regardless of how many times a worker punches in or out during that shift.

Example: Gas Level: At the start or end of the shift, workers must record the fuel level of a vehicle or equipment they are using (e.g., "Full," "Half," "Empty").

A Punch Custom Field is filled out for every individual punch, meaning it's required each time a worker clocks in or out.

Example: Task Completed: Workers log the specific task or job they completed (e.g., "Inventory check," "Repairs done") every time they punch in or out.

Punch/Shift - Number

• Only admins may enter this value - Punch and Shift Custom Fields may be configured such that only administrators can set the value. It will not be displayed in the time clock app to the worker.

• Display Conditions - You can specify whether the worker should be prompted to enter a value for the field when Clocking IN, Clocking OUT, Job Transfer, Starting Shift, Ending Shift, or Update while Clocked IN.

1. Formulas - Choose which formulas you would like as additional columns in reports.
2. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
3. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
4. Remember - If checked, then will remember the worker's last entered value for this custom field as the default for that worker so that it pre-populates with that same value the next time.

Punch/Shift - Text and Select from List

• Only admins may enter this value - Punch and Shift Custom Fields may be configured such that only administrators can set the value. It will not be displayed in the time clock app to the worker.

• Display Conditions - You can specify whether the worker should be prompted to enter a value for the field when Clocking IN, Clocking OUT, Job Transfer, Starting Shift, Ending Shift, or Update while Clocked IN.

1. Multiline text - You can enable this option to allow the user to enter multiple lines of text. Otherwise, one line of text may be entered.
2. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
3. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
4. Remember - If checked, then will remember the worker's last entered value for this custom field as the default for that worker so that it pre-populates with that same value the next time.

Punch/Shift - Yes/No

• Only admins may enter this value - Punch and Shift Custom Fields may be configured such that only administrators can set the value. It will not be displayed in the time clock app to the worker.

• Display Conditions - You can specify whether the worker should be prompted to enter a value for the field when Clocking IN, Clocking OUT, Job Transfer, Starting Shift, Ending Shift, or Update while Clocked IN.

1. Required - If checked, then the user will be required to enter or select a value. Blank values will not be allowed.
2. Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
3. Remember - If checked, then will remember the worker's last entered value for this custom field as the default for that worker so that it pre-populates with that same value the next time.

• Yes/No condition - If the Type is Yes/No for a Punch or Shift, then you can specify a Yes or No condition that will trigger an Action such as to Display a Message or Prevent the Punch.

Punch/Shift Custom Fields

For Punch/Shift Custom Fields, you can set ‘Conditions’ for when a worker can enter a value. Conditions can be based on Device, Worker, Job, or other Custom Fields. To set these, expand the "Conditions" section at the bottom.

When creating a ‘List type’ field, after you save the field, you'll then be able to add List Item options for that field. To add a new list item, simply click the blue "+ Add Item" button above the item list.

Here is an example of what a list of custom fields might look like:

Using Punch/Shift Custom Fields

When all the Conditions are met, the worker will be automatically prompted for the Custom Fields when punching:

Viewing and Editing Custom Field Values in the Console

Step 1: Go to the Fareclock Admin Console and go to Manage. Under ‘Manage’ find and click ‘Time Cards’.

Step 2: Select the worker for whom you want to view/edit the custom field value.

Step 3: Click the "View" button (eyeball icon) to view or edit the punch details.

From here, you can view and edit the custom field value.

If you'd like to set initial default values for the Custom Fields for each worker separately, you can do so in the Console under Settings -> Users. Those default values will be automatically set in the timeclock, and the worker will have the option to change them.