New Feature: Create Custom Fields for Employee Profiles

Store Flexible Employee Data & Trigger Automations on That Data

Team Engine users can now add additional fields to the employee profile to store information beyond the default options. This new ability to add a custom field to an employee profile allows you to customize Team Engine to your unique needs and specific requirements. Then, use these custom employee fields to automate messages and notifications, such as to alert someone when their certification is about to expire.

Examples of Custom Fields in an Employee Profile

Here are some examples of the types of information you might use custom fields for employee profiles to store:

• Alternate phone numbers (e.g. their spouse or children)
• Vehicle registration dates
• Referral payout dates
• Certification & license expiration dates
• Emergency contact details
• Uniform, t-shirt, hat or PPE sizes
• Dietary preferences
• Allergy information
• Union Membership Details (e.g., local chapter, membership number)
• Company Vehicle Assignments (e.g., license plate, VIN)

Examples of Using Automation with Custom Fields

Certification & License Expiration Reminders – Automatically send a reminder to the employee and their manager a month before a certification or license expires to ensure timely renewal.

Referral Payout Alerts – Schedule an automated notification to payroll or HR when a referral bonus payout date arrives, ensuring employees receive their bonuses on time.

Vehicle Registration Renewal Notices – Set up an automated message to remind employees when their company vehicle registration is due for renewal.

Union Dues or Membership Renewal Alerts – Notify employees and HR when a union membership renewal is approaching, helping to avoid lapses in coverage or benefits.

How to Add Custom Fields in Team Engine

Navigate to an employee profile, accessible from your Team Engine directory, to find the “Add Custom Fields” section under the “Details” tab. 

How to Create Automations Based on Custom Fields in Team Engine

You’ll find a dedicated Custom Date Automations page available under your Automations tab to create all new automations based on your employee’s custom data. Please note, you will need to add custom fields to an employee profile before creating an automation! 

Coming Soon: Populating Custom Fields via Surveys

Soon, Team Engine will take custom fields one step further by allowing you to automatically populate them based on employee responses to surveys. 

For example, if you send out a survey asking employees for their t-shirt size, their response can automatically update the corresponding custom field in their profile. The same process can be used to collect emergency contact details, uniform sizes, dietary preferences, or even company vehicle assignments—all without anyone on your team needing to manually input the information. 

Stay tuned for more details on when this feature will be available!

FAQs

What data types can be collected in custom employee fields?

Custom fields can be text, numbers, or dates. 

How many custom fields can I add to an employee profile?

You can add as many custom fields as you need. 

Can I edit or delete custom fields after they’ve been created?

Absolutely, just navigate back to the employee profile and find the field you need to adjust.

Are custom fields visible to all users, or can I control access?

Custom fields are visible to all users that have employee access in your account. Users with messaging access to only their direct reports will not be able to add, edit, or delete custom fields for employees that are not their direct reports. 

Will custom fields sync with my HRIS or payroll system?

Not at this time—custom fields in Team Engine do not currently sync with HRIS or payroll systems. However, we’re always open to exploring this functionality in the future.

If syncing custom fields with your HRIS is important to you, we’d love to hear more about your needs. Specifically, it would be helpful to know which fields you want to sync and whether they’re accessible in your HRIS system. We would also like to know how you plan to use that data in Team Engine once it’s synced. Your input will help us prioritize and shape potential enhancements. If this is something you’re interested in, reach out to us! (support@teamengine.io)

Can I export reports that include data from custom fields?

Yes! All of the information created from your custom fields will be included on your employee export csv file.

Have ideas on how this new feature could benefit your organization? Need help learning how to use it? Email support@teamengine.io to schedule a call with our Customer Success team today!