Creating custom data fields

Custom data fields can capture and display additional information.

Core HR > Account data > Custom data fields
Add flexible custom data to shifts, roles, locations, earning rates and leave types. Custom data can be numeric, text, an option list, or even a file.

Types of custom data

Custom shift data is one of the most commonly used types. It can be used for creating notes that can be sent to staff, adding cost codes,  identifying shifts where staff work higher duties, tagging shifts using text and colour.

If multiple custom data fields are added to shifts, they will display alphabetically. Control the display order on the shift by using numbers as field name prefix – 00 Supervisor, 01 Uniform, 06 Cost Centre etc.

 

Rosters can display custom shift data like above, and colour code shifts based on custom data attached to roles like below.

 


Another example could be creating a custom data field for ‘Location type’, for example ‘Indoor’ or ‘Outdoor’. This can then be added to locations via the Core HR > Organisation Structure > Locations page. This is not something that would display on a roster, but may be used as a condition in awards or for reporting.

Reporting

One of the benefits of using custom data fields is that they can be used extensively for reporting.

Creating a Location type custom data field like above will automatically create a Location – Location type report that can be run from the Rostering > Reports menu, like the Earning rate – Loading type report that can be run from the Payroll & leave > Reports menu.

Custom shift data can be added to Custom Shift Export templates, and custom shift reports can be run from the timesheet review, rosters, shift history and pay cycles pages.

 

Custom staff data is different to other custom data, it is created and stored as Objects and Object Groups, which display as tabs on staff profiles, and can be added to Custom Staff Export templates, and run from Core HR > People > Staff.

Read up on using  Custom export templates  here.

 

Below you will find a breakdown of all the fields in the Core HR > Account Data > Custom Data Fields location of your account.

Field NameExampleDescription
ID*CD10001A unique identifier for the custom data field. An ID can be comprised of text and/or numbers up to 20 characters in length. If the ID used belongs to an existing deleted field, it will be un-deleted.
Name*01 Door codeA short name given to the custom data field to help identify it when referenced within your account. When multiple custom data fields added to a shift they will display alphabetically. Control the order by using numbers as a prefix in the field name if required – 01 Duties, 02 Address, 03 Notes
Attached to*ShiftCustom data fields can be attached to shifts, areas, roles, earning rates or leave types.
Type*Option listThe type of data. 'Number' is restricted to numbers and decimals only. 'Text' can store up to 1,000 characters. 'Option list' will allow you to enter variables to select from a drop-down on the form where the custom data field is attached. 'File' can hold any file up to 5MB in size.
- Option valuesL3, L4, L5This will only show if you have selected the 'Option list' type.
RequiredYMark checkbox to make this field mandatory. If enabled the custom data field on the item it's attached to must not be blank to edit/save changes
Instructions for inputEnter only numeralsThis is to store any instructions needed for this custom data field
Copy with shiftYMark checkbox to indicate this custom data field should be copied across to the new shift when the existing shift is copied
VisibilityThis visibility section controls what custom data should be visible in each of its relevant pages
- Shift input formChoose the visibility setting for the shift edit/create in the roster builder
- Timesheet reviewChoose the visibility setting for the timesheet review page
- Send to staffInclude this custom data on any communications sent to staff
AccessibilityThis accessibility section controls who can access the custom field

* Mandatory   1 Enterprise Only

 

Where to now?

Import custom data

 

Other related articles

Using custom data fields as shift notes

Custom export templates

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