Admin Settings (Indigo: V3)
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      3. Admin Settings (Indigo: V3)

      Add and manage employee fields

      Table of contents

      1. Introduction
      2. Access employee fields
      3. Allowed and restricted actions
      4. Add custom sections and fields
      5. Manage custom sections and fields

        5.1. Manage sections
        5.2. Manage fields
        5.3. Restore archived sections or fields
        5.4. Reorder sections and fields

      1. Introduction

      Employee fields are predefined or custom data fields organized into sections and specific fields to store employee-related information. By default, sections include personal, contact information, work, diversity, and inclusion.

      Admins can add sections and fields to capture organization-specific employee data. Managing these fields helps:

      • Maintain consistent records
      • Simplify administrative tasks
      • Support better decision-making

      2. Access employee fields

      Navigate to Settings > Global Settings > Employee Fields.

      1. Click the Down Down Arrow1 Arrow to expand a section.

      After expanding, it changes to an up arrow.

        2.   Click the Up Up Arrow Arrow to collapse the section.

      Each section displays:

      • User fields: Preset or custom fields in the employee profile.

      📒Note: Preset indicates a system-defined field.

      • Type: Specifies the field type.
      • Preset or custom: Shows whether the field is default or customized.
      • Who can edit: Specifies whether only admins or both admins and employees can edit the field in the employee profile.

      📒Notes:

      • If you select “Admins only”, employees cannot edit that field in their profile.
      • If both the admin and employee edit a field, then the employee can still view it in their profile even when public visibility is turned off.
      • Public visibility: Indicates whether the field is visible to everyone in the organization.

      📒Note: If public visibility is off and the employee cannot edit a field, then they do not view that field in their profile.

      • Mandatory: Specifies that the admin must complete the field when adding an employee to the organization.

      📒Note: You cannot add, import, or sync employees if the mandatory field is left blank.

      3. Allowed and restricted actions

      The table shows the allowed and restricted actions for employee fields:

      Allowed actions

      Restricted actions

      Archive custom sections and fields

      Delete custom sections and fields

      Add fields to default sections

      Archive default sections and fields

      Add, edit, or delete options for single-select or multi-select field types

      Edit the title or type of a field after creation

      Archive all custom fields and some preset fields

      Archive some mandatory preset fields

      4. Add custom sections and fields

      Add multiple custom sections and fields to the employee profile.

      Navigate to Settings > Global Settings > Employee Fields.

      1. Click ADD SECTION at the top right.
      2. Type the section title and click SAVE & NEXT to proceed with field creation.

      After adding a section, you are automatically prompted to add a field within it. You can also navigate to an existing section and add fields manually.

        3.   Click Add Field at the top right of the section and type the field title.

      📒Note: You cannot add the same title for a section or field.

        4.   In the “Type” field, click the drop-down and select a custom field type:
      • Text
      • Number
      • Date
      • Single-select
      • Multiple-select
      • Boolean (Yes or No)
      • Document

      📒Note: After adding the title and selecting the field type, you cannot edit them later.

        5.   Enable Mandatory to fill if employees must complete the field.

        6.   Select who can edit the field (Admins only or Admins and User).

      📒Note: If you select “Admins only”, employees cannot edit this field in their profile.

        7.   Toggle the button to enable public visibility to display the field on the public profile.

        8.   Click SAVE to apply the changes.

      While adding a field, add, edit, or delete options for single-select or multi-select field types. However, you cannot edit the field type after adding it.

      All active custom field types appear in the employee profile, except document fields, which are visible only on the My Profile page, Resource Centre, and Talent Profile.

      5. Manage custom sections and fields

      After adding sections and fields, manage them if required.

      5.1. Manage sections

      At the top right of each section, click the Overflow Overflow Menu-Nov-20-2023-05-10-31-0841-AM Menu and select:

      • Edit Section: Edit the section title.
      • Archive: Hide a section from the profile.

      📒Notes:

      • Archiving a section automatically archives all fields within that section.
      • You cannot archive default sections to prevent the loss of critical information.

      5.2. Manage fields

      At the top right of each field, click the Overflow Overflow Menu-Nov-20-2023-05-10-31-0841-AM Menu and select:

      • Edit Field: Edit the field settings (except title and type).
      • Archive: Hide the field from the employee profile.
      • Move to Section: Move the field to another section.

      📒Notes:

      • You cannot edit the title or type of a field after it is created.
      • You cannot archive some mandatory preset fields in the employee profile to prevent the loss of critical information.
      • You can archive all custom fields and some preset fields.

      5.3. Restore archived sections or fields

      1. At the top of the “Employee Fields” page, click the drop-down and select Archived.
      2. Click Restore to make the section or field active again.

      5.4. Reorder sections and fields

      Drag the Six Six dot icon-1 Dots to reorder sections or fields.

      For fields, hover over them to display the dots.