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How to Set Up and Manage Custom Fields

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With Custom Fields, you can:

  • Track extra details on timesheets, like mileage, equipment, tasks, and more!
  • Assign specific fields to jobs/customers.
  • Make the fields required or optional.
  • Allow employees to enter the information as free-form text or select options from a drop-down list.

Notes:

  • Some integrations can import tracking options as Custom Fields in TSheets. These fields are enabled/disabled via that integration's Preferences menu, and the items within the field are edited within the integrated software.
  • If employees are using an Android device, Custom Fields only works correctly on Android version 5.1 or higher.
  • Only six Custom Fields can be active at a time.

To Install:
  • Go to Feature Add-ons > Manage Add-ons.
  • Under Get More, find Custom Fields and click Install.

How to:


How to Create a Field




To create a field:

  1. Go to Feature Add-ons Custom Fields.
  2. Click + Add Field.
  3. Add a Name and, under Type, choose one of the following:
    • List: Use this when you have a list of items/options for users to pick from on their time card. This can be used for equipment or task lists.
      • Note: At least one item must be added before saving this field type. Click + Add Item > enter the item's name > Save.
      • Note: Individual items can be assigned to show up only for specific jobs/customers and/or employees.
    • Text: Use this when you need a free-form text field for users to enter their own text. This can be used for descriptions or explanations.
    • Whole Number: Use this for a numbers only text field (i.e., 42, 7, 10). This can be used for entering mileage or amounts.
    • Decimal Number: Use this if you want a numbers only text field, but allow for decimal numbers (i.e., 3.14, 10.5, 34.06). This can be used for entering expenses or measurements.
      • Note: If something other than a number value is entered in a number field, the user will get an error stating: "Problem saving timecard. Please enter only whole/decimal numbers for the "TITLE" field."
  4. Other Options:
    • Show for all Jobs: Check if the field should be visible on all time cards. Uncheck if the field should only show up for certain Jobs/Customers. (see "Assign and Restrict Fields and Items" below.)
    • Required: Check if this field must be filled out before clocking out. Uncheck if the field is optional.
      • Note: If a list field is required and only has one item in the list OR only one item is assigned to a customer/job or employee, the field will auto-populate on timesheets.

How to Add, Edit, or Delete Items in a List


As an example: an Equipment list could include: Excavator, bulldozer, loader, etc.

  1. Go to Feature Add-ons Custom Fields.
  2. Click the field you want to edit.
  3. Add, edit, or remove an item:
    • To add an item: Click + Add Item, enter the name, and click the back arrow, or click More > Import/export items, choose a . DZ file, and click Import.
    • To edit an item: Click an item, make the change, and click the back arrow.
    • To archive an item: In the Edit Field window, click the three grey dots (custom field dots vertical) > Archive item. To archive multiple items, check the box to the right of each item and click Archive
    • To unarchive an item: In the Edit Field window, click Active > Archived, and at the right of the item name, click the three grey dots (custom field dots vertical) > Unarchive item. To unarchive multiple items, check the box to the right of each item and click Unarchive
  4. After all changes are made, click Save.

How to Assign and Restrict Fields and Items

As an example, if you have employees working at the Smith residence, they should only see the "Equipment" fields and only "Bulldozer" and "Excavator" to be selectable options within that field. This can help prevent accidentally selecting the wrong item or needing to fill out unnecessary fields.


To assign and restrict fields to Jobs/Customers:

  1. Go to Feature Add-ons Custom Fields.
  2. Navigate to the field you want to be restricted and click it.
  3. Deselect Show for all Jobs and do one of the following:
    1. In the Edit field window, click None selected.
    2. Check desired jobs or customers from the Jobs list.
    3. Click Save and the field will only show up for the selected jobs or customers.

    Or

    1. Go to Jobs or Customers.
    2. Click User-added image next to the job or customer to which you want to adjust the assignment.
    3. Under CUSTOM FIELDS, select the desired field(s) to have that field appear on a timesheet for that job.
 


To assign and restrict field items to Jobs/Customers:

  1. Go to Jobs or Customers.
  2. Click User-added image next to the job or customer to which you want to adjust the assignment.
  3. Under CUSTOM FIELDS, next to the list field you want to choose from, click All items.
  4. Assign or unassign items:
    • Click to move options from the Unassigned Items box to the Assigned Items box.
    • Click to move options from the Assigned Items box to the Unassigned Items box.
    • Note: Sublevel jobs, if not manually changed, will reflect the assignments for any top level job. Assign or unassign the associated sublevel jobs or customers, if needed.
 


To assign and restrict field items to Employees:

  1. Go to Feature Add-ons Custom Fields, click a field, and click an item.
  2. Uncheck employees to unassign them from that item, or check employees to assign them.
Or
  1. Go to Employees Custom fields, click the blue link under Items.
  2. Uncheck items to unassign them from that employee, or check items to assign them.
  • Note: Items that are assigned at the company level will be greyed out and must first be unassigned from Feature Add-ons > Custom Fields. 

How to Archive a Field

To fully archive the field:

  1. Go to Feature Add-ons Custom Fields.
  2. Next to a field, click the three grey dots (custom field dots vertical), and click Archive.

To only "hide" the field from all time cards:

  1. Go to Feature Add-ons Custom Fields and click the field.
  2. Deselect Show for all Jobs, leave it set to None selected, and click Save.

How to Restore a Field

Note: Any assignments and restrictions will also be restored.

  1. Go to Feature Add-ons Custom Fields.
  2. At the top, click Active, and select Archived.
  3. Next to a field, click the three grey dots (custom field dots vertical), and click Unarchive.

Or, if the field was not archived, just hidden from time cards and needs to appear on all time cards:

  1. Go to Feature Add-ons Custom Fields and click the field.
  2. Select Show on all Jobs, and click Save.
 

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