Complete Guide to Custom Fields for Onboarding

David N

August 09, 2021 20:35

Administrators can set up custom fields for their employees and managers to complete during the new hire onboarding process. You can set up up to thirty fields for employees and thirty fields for managers, for a total of sixty custom fields. Some examples of custom fields could be driver's licenses number, certification expirations, etc. When setting up your custom fields, be mindful of any custom fields that may not be fillable while an employee or manager is completing their paperwork.

This feature is configurable and, while it is made available to all companies by default, a System Administrator has the ability to turn it off for any company upon request.

If you are using Core HR as well, keep in mind that only seven of your custom fields will pass between Onboarding and Core HR.

Navigating to Onboarding Custom Fields

Click Administration from the top menu bar of Onboarding.
In the Administration menu, click the Custom Fields tab.

From the Custom Fields page, you will see any existing custom fields for your employees and your managers. From here you can see:

Field Label
FIeld Type
Required

Adding Custom Fields

Click Add New Field from the Employee Fields or Manager Fields section.
Enter the necessary information for your custom field:
- Field Label Text - The name that is displayed to the new hire.
- ID - This field will be automatically populated based on the field labeled texts you've entered with underscores instead of spaces. Can be updated as needed.
- Field Type - Select the field type from the drop-down menu.
  - Text - Allows text to be entered.
  - Date - Allows a date to be selected.
  - Dropdown - Allows you to create a list of choices to be selected from. When entering the choices, add the options one per line.
- Required Input - Make the field required.
  - If making the field required, keep in mind that the new hire/manager may not be able to enter the information when filling out paperwork if they were not made aware of it prior.
- Description - Enter the help text that a user can reference to better understand what the field is asking for. The text entered here will be displayed if the user hovers over the question mark icon next to the field
- Sort Order - The sort order determines the order in which the fields are displayed (e.g. 1, 2, 3, etc.).
When finished, click Add.

Once all fields are set up for employees and/or for managers, they will display on an Additional Info tab within the new hire paperwork.

Manager Fields are available on the manager's New Hire paperwork process.

Editing a Custom Field

Click the ... button under the Action column from the Employee Fields or Manager Fields section.
Click Edit.
Modify the custom field as needed. For information on the available fields, you can refer to the information found in the Adding Custom Fields section.
Click Save when finished.

Deleting a Custom Field

Click the ... button under the Action column from the Employee Fields or Manager Fields section.
Click Delete.
The following modal window will appear to confirm your deletion. Click Delete.

For Core HR Users

If you are also using Core HR, keep in mind that only seven custom fields can be passed between Onboarding and Core HR. When setting up the fields in Core HR, they must be set up in the User Defined Fields 1-7. When setting up the custom fields in Onboarding, the ID should be entered as UDF# (e.g. UDF1, UDF2, UDF3, etc.)