Add custom fields

Custom fields hold the details your business records that Assignar Pay has no field for: a site access code on an order, a worker's shirt size, a machine's service interval. Orders, workers and assets each have their own fields. You set a field up once, and it appears on every record of that type.

If your account has renamed orders or suppliers under Terminology in your organization's settings, the screens use your words. This page uses the defaults.

Set up a field

Owners and Admins set up custom fields. The Custom fields section is on your settings page only if you can manage settings.

1. In the sidebar, select Settings, then General, and go to the Custom fields section.
2. Choose Orders, Workers or Assets.
3. Select Add field.
4. Enter a Label and choose a Type. For Select, type each choice under Options, and select Add option for the next one.
5. Switch on Required if a new record can't be saved without a value.
6. For a worker field only some people should see, switch on Sensitive (see Keep sensitive worker details private).
7. Select Save.

To show an order field's value on the scheduler and the printed schedule, switch it on under Fields in the scheduler's view menu (see Change the board view).

The field appears on that record type's forms straight away. Under its name in the list is its key, made from the label you first gave it. The key never changes, so renaming the field later keeps every value already entered.

Decide what belongs in a field

Who can see a value depends on the record type:

Don't store passwords or other secrets in a custom field.

Licences and tickets with an expiry date belong in Competencies, not in a worker field. Competencies tracks when they run out; see Record worker credentials.

Keep sensitive worker details private

A worker's home address and date of birth don't need a custom field: they have their own sensitive group on the worker form (see Record a worker's address and date of birth).

Some worker details, such as Indigenous status, are for a few people only. Mark the field Sensitive, and only people with See sensitive worker data see it. Owners and Admins have that permission by default; Managers, Field users, customers and suppliers don't. The same permission also covers sensitive notes and documents on competencies; see Keep medicals and other documents private.

To mark a field, switch on Sensitive when you add it, or select Edit on an existing worker field and switch it on. The switch appears only if you can manage settings and have See sensitive worker data yourself. The field then carries a Sensitive badge in the list.

The switch applies to the values already entered:

• Switching it on hides every worker's value from people without the permission, including the worker it belongs to.
• Switching it off shows the values to everyone who can see worker fields. The dialog warns you before you save.

For people without the permission, a sensitive field doesn't exist. It isn't in Settings, on the worker form, in the Workers table or its Custom fields list, in Pay Mobile, or in what integrations read through the Assignar Pay API. If the field is Required, it only has to be filled in by people who can see it.

People with the permission see a lock beside a sensitive field's name: on the worker form and in the Custom fields list above the Workers table, where it reads Sensitive, and in the field's column header.

Changing a sensitive value also needs the access to edit workers.

Fill in the values

On an order

Open the order builder with + New Order or Edit order on the scheduler, and fill in the Custom fields card.

On a worker

1. Go to Resources → Users and open the Worker Profiles tab.
2. Select Add Worker, or open a worker's row menu and choose Edit.
3. Fill in the Custom fields group, then select Create or Update.

You need the same access as for adding and editing workers, which by default means Owners and Admins. Managers can see the values but can't change them.

To see the values in the list, select Custom fields above the table and tick each field under Show as columns. The columns start hidden.

On an asset

• A new asset: on Resources → Assets, select Create Asset, fill in the Custom fields group at the bottom of the sheet, then select Create.
• An existing asset: choose Quick edit from the asset's row menu, or select Edit asset on the asset's Overview tab. Change the Custom fields group, then select Save changes.

The asset's Overview tab shows its values in a Custom fields card. Fields with no value on that asset are left off, and the card isn't shown when none have one.

To see the values in the assets table, open the table menu (⋮), choose Column Configurator, and switch on each field's column. The columns start hidden. Export as CSV, Export as JSON and Copy for Excel in the same menu include the custom field columns you are showing.

Importing workers or assets from Assignar Operations leaves their custom field values as they are.

Change, reorder or archive a field

Open Settings → General → Custom fields, choose the record type, and use the buttons on the field's row:

• Edit (the pencil) changes the label, the options, and whether the field is required. You can also change the type, but only while no record has a value for it.
• Move up and Move down (the arrows) set the order the fields appear in, on forms and as table columns.
• Archive takes the field off forms, cards and tables, and keeps the values already entered. Select Archived below the list to see archived fields; Unarchive brings one back with its values.

Making a field required applies to records created from then on, and stops anyone emptying it later. Records that already exist without a value still save.

When a save is refused

• Check these custom fields: followed by each refused field and why, for example Shirt size (required). Each problem also shows under its field, such as This field is required, Enter a valid phone number or Enter a valid time. Correct the fields and save again. When you edit an order, the message reads Failed to update order and only the fields say what is wrong.
• Worker created, but its custom fields weren't saved. Open the worker and enter them again. The worker exists without its custom field values. Choose Edit from its row menu and fill them in.
• Worker saved, but its custom fields weren't. Open the worker and enter them again. Your other changes to the worker were saved; its custom field values weren't changed. Choose Edit from its row menu and enter them again.
• You can have up to 100 custom fields here. Archive one before adding another. Each of orders, workers and assets can have up to 100 active fields. Archive a field you no longer use to make room.
• You don't have permission to manage sensitive worker fields. You no longer have See sensitive worker data. A new field isn't added. When you were editing an existing field, your other changes were saved and only Sensitive stayed as it was.
• This field's type can't change because some records already have a value for it. Add a new field with the type you need and archive this one. Values don't move to the new field, so re-enter the ones you still need.