Custom Fields

Overview

Custom Fields is a feature that allows you to define custom fields that apply to a user profile. You configure what type of field it is, such as a checkbox, multiple choice list, text, number, etc. You can also specify whether the field is required, whether each user must have a unique value, and whether it's a sensitive field that requires special administrator permissions to access. Finally, you can choose whether the field may be cross-indexed on your reports in order to filter by value.

Setup

To get started, go in the Console to Settings -> Organization -> Custom Fields. You should see the following:

To add your first Custom Field, click on the blue "+ Add Custom Field" in the upper right.

There are numerous options here:

• Applies To - You can create a field for a User, Punch or Shift.
• Name - This is the name of the field to display everywhere.
• Active - If this field is later no longer needed, you can deactivate it.
• Description - This is extra help text to display where the user is prompted to enter a value for the field.
• 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).
• Type - 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.
• Required - If checked, then user will be required to enter or select a value. Blank values will not be allowed.
• 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.
• Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
• Default - You may specify a default value to pre-populate.

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

• Cross-index - If enabled on a Checkbox or List type, then 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.
• Multiline text - If the Type is set to Text, then you can enable this option to allow the user to enter multiple lines of text. Otherwise, one line of text may be entered.
• May select multiple items - If the Type is set to Select from List, then you can enable this option to allowed the user to select multiple items simultaneously. Otherwise, only one item may be selected.
• Display conditions - If the Applies To is set to Punch or Shift, 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.
• 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.
• 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.

For Punch/Shift Custom Fields, you can specify Conditions for the worker to be able to enter a value for the Custom Field. Conditions include Device, Worker, and Job conditions, as well as conditions on the values of other Custom Fields. To set Conditions, just expand the Conditions section at the bottom:

When creating List type field, after you save the field, you'll then be able to add List Item options for that field. Here is an example:

To add a new list item, simply click the blue "+ Add Item" button above the item list, and specify a name.

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

Using User Custom Fields

Once your User Custom Fields are set up, you can add a new user, or edit an existing user, in the Console under Settings -> User. There, 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 as follows:

Any User fields which were marked as "Cross-index" can be filtered in the reports, as well as any Punch/Shift custom fields that are of type Yes/No or List Selection. See example below of the Time Cards report. In this example, only the "Fulltime" checkbox custom field for this demo was marked as cross-indexed, so that is the only Custom Field available to filter in the report.

Using Punch/Shift Custom Fields

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

If a Custom Field is configured to allow to be updated while Clocked IN or during the Shift, there will be a button on the worker's shift screen to update the custom fields without needing to Clock IN or OUT:

You can also view and edit the Custom Field values in the Console, either for the Punch or the Shift:

The Reports will also show the Custom Field values, and Number values will be totaled.

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.