| Note: Custom fields (and the option to enable or disable pre-built fields) are available with the Essential plan. |
Custom employee fields let you capture and display additional information about your people that goes beyond the standard TalentHR field set. You can create fields for things like emergency contacts, uniform sizes, certifications, office location, and more.
| Note: When creating or editing a custom field, you can control which roles can view or edit that field. |
To add a new custom employee field:
1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings (1).
2. Click People profiles (2).
3. Select the Personal (3) tab.
This shows all employee profile fields, including pre-built and custom fields. You’ll find:
- Fields you’ve added under User-added fields
- Default system fields that can be enabled or disabled under Pre-built fields
4. Click Add custom field (4).
5. Enter a field name (5).
6. Select the field’s type (6):
- Text
- Long text
- Single choice
- Multiple choice
- Date (with optional expiration settings)
- Link
- Employee
7. Set the permissions (7) for each role:
- Use the View and Edit columns to define what each role can see or change.
- For each, choose the appropriate scope: All, Their team, or Themselves.
| Note: To hide an employee field from a role entirely, leave all options under View unchecked. The scope will display None, and the field will be hidden from users with that role. Similarly, to prevent a role from editing an employee field, uncheck all options under Edit. |
8. Click Save (8) to add the field.
| Note: You can also set field-level permissions later by editing the field. |
Updating custom employee fields
You can edit or update an existing custom field anytime. Under User-added fields:
- Click the pencil icon (1) next to a custom field to update its name, options or permissions.
- Toggle the switch (2) to enable or disable a custom field. Disabling hides the field from profiles but preserves any existing data.
- Click the bin icon (3) to delete a field. Deleting a custom field permanently removes all associated data.
| Note: Deleting or changing an option might affect historical data, if the previous option was used in an employee’s corresponding field. |
To configure expiration settings for custom employee fields (Date fields only)
You can set custom Date fields to expire and notify selected recipients ahead of time.
1. In the User-added fields list, click the clock icon (1) next to a Date-type field.
2. Choose how many days before the expiration date (2) to send the notification.
| Note: The expiration date is set per employee, based on the value entered to the corresponding field in their profile. |
3. Add up to 3 notification recipients (3):
- Me: yourself
- With email: an external email address
- Other employee: any person in the organization (e.g., an HR Manager)
4. Click Save (4) to confirm.
| Note: User fields (both custom fields and pre-built fields) can be included during Import, and in data exports, as long as the fields are enabled. |