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How do I add custom fields to my employee profile?

Steph Gonzales
  • Updated
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In Deputy, you can create custom fields to track additional information about your employees, timesheets, or shifts. This article covers everything about adding custom fields to your employee's profile.

Before you read

  • You must have System Administrator access in Deputy.
  • Custom employee fields are currently available as part of the Deputy HR (AU) product and on select plan types. Click here to learn more about what features are available on your plan.

This article covers

What are custom fields?

Custom fields are powerful, flexible data slots that you add to your records, such as team member profiles or timesheets. They help you track important information that isn't included in Deputy's standard fields. A custom employee field will be added to the other section of an employee's profile within the People tab, allowing you to capture the unique information your organization needs, whether for HR, compliance, or daily operations.

By using custom fields you can:

  • Track unique team data: Record specific details for team members, such as permanent role titles, t-shirt sizes, or emergency contact names.

  • Improve reporting: Collect consistent, structured data that flows directly into reports, making it easier to analyze patterns.

  • Build complete profiles: Maintain a comprehensive 360-degree profile for every team member in your organization.

How do I access custom fields?

Follow these steps to navigate to custom fields:

  1. Click your name in the top right to open the Main menu, then select Business Settings.

    Me tab with top right corner dropdown menu under name showing all menu options with arrow pointing to Business settings.

  2. In the left-hand navigation, click the People tab and on the right, select the Team member custom fields card to open the list.

How do I create or edit a custom field?

Once you are on the Custom Field page, follow these steps to add or modify a field:

  1. Click New Custom Field to create a field, or click the pen-and-pad icon to edit an existing one.

  2. Select Employee from the Custom field type dropdown.
  3. Adjust the following settings accordingly:
    • Active/Inactive
      • If On, this field will be active.
      • If Off, this field will not be active.
    • Field name – The name of your field.
    • The Type of field:
      • Text – Stores short text entries.
      • Number – Stores numeric values.
      • Large Text – Stores long descriptions or notes.
      • Boolean (Checkbox) – True/false value.
      • List (Single Select) – Dropdown with one selectable option.
      • Multi List (Multi Select) – Dropdown allowing multiple options.
      • File – Stores a file upload.
      • Boolean (API only) – Second true/false field used in integrations.
    • Validations
      • Required field – If selected, the custom field entry must be completed before saving.
      • Unique – If selected, the custom field entry must be unique to each employee profile.
    • Default value – Pre-fills the field automatically.
    • Sort Order – sets the display order (lowest number = displayed first).

    • API Name – links the field to external systems.

  4. Once finished, hit Save.

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