Table of contents
Introduction
It is always possible that you wish to collect additional information specific to your sector or to your way of working by asking your employees, company managers or co-managers additional questions, but also, for example, during time registration. You can do this using custom fields, which you can add and manage on the CUSTOM FIELDS page under SETTINGS.
You have several options for asking your questions, such as via a yes/no question, a multiple-choice question or a question with a free answer field. You can even choose to make answering these questions mandatory or create the custom field for internal use only. Moreover, you can add these answers to your exports. Lastly, on the AGENDA, WORK SCHEDULES and EMPLOYEES page, you have the option of applying filters for the yes/no and multiple-choice custom field types.
CrewTip! Custom fields are designed to gather more specific information for managers. This information is only visible to managers and is not accessible to employees. Employees can use the profile to access and change only the information they have been asked.
Create a custom field
Under SETTINGS in the right-hand menu, navigate to CUSTOM FIELDS and there select CREATE CUSTOM FIELD:
You will be taken to this screen:
How to get started creating your custom field:
Language: English is the default language setting, so if you only create the custom field here, the question will appear in English for everyone. If you want the field to be displayed in your preferred language, you need to configure the 4 different languages separately.
CrewTip! If you configure your field for the different languages, it is important that you translate it exactly the same. In other words, also the answers that could be given to you, e.g. in a dropdown.
Field name: You choose how you want to name this field or put a question here.
Help text: In this field you can place any additional text to give some examples or explanations about the desired information.
Key: Through this key, a piece of code is linked to your field, which you can use in TEMPLATES. As a result, the answer to this field will appear in the contracts or legal documents on which this keyword is placed.
Belongs to: here you select from the dropdown menu who or what this custom field is for. If you create a custom field for your employees, a number of fields are added here. This allows you to create this custom field even more specifically. More on this in the next chapter.
Type: what type of question you want to ask and what kind of answer you want to receive:
Single line: the answer must fit on one line, but there are no predefined answers.
Example: "Which colleague do you like to work with (first and last name)?"
Answer: "With John Doe".
Multiple lines: this is usually used if you wish to ask a very open-ended question.
Example: "Please explain your previous experience in this sector."
Answer: "I have worked in this sector for x years as a student at ...".
YES/NO: if you wish to ask a question to which the answer will only be yes/no, select this option.
Dropdown (only 1 option possible): often this is a yes/no question, but you can also add a list of possible answers from which only one answer can be selected.
Example: "Do you have a specific preference in terms of food?"
Answers: "No specific preference, vegetarian, vegan, flexitarian, halal, kosher, other".
Dropdown (multiple options possible): if you choose this type, people have the option to tick multiple answers.
Example: "What functions do you like to perform?"
Answers: "Bar, waiter, cashier, reception, cloakroom, kitchen".
If you choose a dropdown, you will of course have to provide the answers yourself (if you use several languages, you must also enter these answers in each language). This looks like this:
Field is required: if you wish to make answering your question mandatory for this custom field, tick it. Then this information will be required to be entered in order to continue, for example during registration or after finalising time registration. If you do not tick this option then the custom field can be skipped.
A custom field for employees
To obtain additional information from your employees, as indicated earlier, select Employee under Belongs to. This will make two additional filters appear, allowing you to further determine which employees are offered this field, by ticking the desired contract types and/or departments. Or you can choose to use this custom field only internally and make it invisible to employees.
If you make the custom field mandatory, the employee must enter a response when logging in or registering. No answer, means no access to the app.
Example:
For the employee, this field appears as follows:
If the employee attempts to proceed without entering an answer, they will be notified that an answer is required:
Furthermore, you can add this information to an export via the Export Document Builder on the AGENDA, WORK SCHEDULE'S, REPORTS and EMPLOYEES pages.
A custom field for companies
To obtain additional information from your customers and display it in the company sheet, select Company under Belongs to. You can complete this information yourself when creating or editing your company's profile, or you can let the customer fill it in themselves.
Example:
You have the option of completing this field yourself for your customers in their file in COMPANIES:
Or you can also let them fill this themselves at SETTINGS in their environment.
The information you collect in this way can also be added to the Export Document Builder on the COMPANIES page.
A custom field for projects
You can also add custom fields to projects by selecting Project under Belongs to. However, these fields are only visible to managers and are therefore not displayed in the employee app.
Example:
You will find these custom fields when creating or modifying a project, between the address unknown field and additional information.
The information you collect in this way can be added to the Export Document Builder on the AGENDA, WORK SCHEDULE'S and REPORTS page.
A custom field for project shifts
Similarly, you have the option to add custom fields to project shifts by selecting Project shift at Belongs to. These fields are also only visible to managers and are not displayed in the employee app.
You can find these fields by opening a project and selecting the following icon with project or work schedule shifts:
After this, a pop-up will open where the custom fields are displayed and you can enter a response.
CrewTip! Once you have entered information in a day project of a work schedule for a custom field for a project shift, you will also be able to access and modify it in the week schedule.
The information you collect in this way can be added again to the Export Document Builder on the AGENDA, WORK SCHEDULE'S and REPORTS page.
A custom field for departments
You can also add custom fields for departments; to do this, of course, select Department under Belongs to. This information is then requested when you edit or create a department.
Example:
This request for information appears at the bottom left when you create or edit a department:
The information you collect can be added to the Export Document Builder on the REPORTS page.
A custom field for department groups
To add information to a department group, select Department group under Belongs to. This information is then requested when you edit or create a department group.
Example:
This request for information appears at the bottom left when you create or edit a department group:
The information you collect can be added again to the Export Document Builder on the REPORTS page.
A custom field for time registration
If you select the Time registration option under Belongs to, this information will be requested when recording hours.
Once you have saved the custom field, you will see the following icon appear on the time registration:
If you select this, you will get a pop-up containing the questions you created under custom fields:
After the information has been provided, select CLOSE to further complete the time registration.
You can also add this information to your export via the Export Document Builder on the AGENDA, WORK SCHEDULE'S and REPORTS pages.
Edit a custom field
If you want to edit a custom field, select the pencil icon next to it in the overview.
This opens the page of this custom field and allows you to make the necessary changes.
Always select SAVE to make your changes.
CrewTip! If you have a mandatory custom field belonging to employees and you edit it, this field will not be offered to your employees again when they open the app. If you want it to be offered again to all employees before they can continue in the app, you should create a new mandatory custom field.
Delete a custom field
If you want to delete a custom field, this time in the overview, select the bin icon next to this field.
The pop-up below will then open. Once you select confirm, this custom field will be deleted.
CrewTip! Please note that when you delete a custom field, you also delete the data already entered. If you wish to keep this data, you should first create an export via the Export document builder on the relevant pages.
We hope this article has helped you!
If you still have questions, take a look at our Crew Academy first. You might find the answer in one of our articles.