Custom fields and access classes
Add your own employee fields and decide who may read them.
Who can do thisHR Administrator
Custom fields add your own information to the employee record, such as a T-shirt size, a car allowance or an emergency contact. Each field has an access class that decides who may read and change it.
Add a field
- Open SettingsCustom fields and click Add field.
- Enter a Key in lower case with underscores, for example
tshirt_size. The key cannot be changed after you save. - Choose a Kind: text, number, enum, multiselect, boolean, date, currency, reference, url, email or phone.
- Enter the Label people will see, and optionally a Section to group fields under.
- Choose an Access class (below).
- For enum and multiselect, list the Options, one per line. Add a Unit, Reference target or Help text if useful.
- Tick Required and Show in list views as needed, then click Save field.
Access classes
| Access class | Who can read | Who can change |
|---|---|---|
| None | Everyone who can open the record | HR administrators |
| Self (private) | HR administrators and the employee | HR administrators and the employee |
| Manager | HR administrators, the employee and their manager | HR administrators |
| HR admin | HR administrators | HR administrators |
| Personal (private PII - HR + the employee only) | HR administrators and the employee, never managers | HR administrators |
In the October 2026 release only HR administrators open employee records, so the classes mostly decide what is masked as "đź”’ Restricted" and what is written to the Field audit.
Where fields appear
- In the employee dialog and on the employee record, under their section.
- As extra columns on Employees when Show in list views is ticked.
- In the Employees filter "Custom field…". Filters match exact values only; the page says that options like "contains" or "greater than" are not yet applied. You cannot filter on a field you may not read: "Cannot filter on a restricted field."
Archive a field
Click Archive. HCM asks: "Archive "T-shirt size"? It will disappear from every employee form immediately. Existing stored values are kept but become unreachable unless you restore it later."