Custom User Information Fields

Custom user information fields extend each user record with data your business cares about beyond the basics — department, employee number, hire date, manager, payroll system ID. Different from custom user preferences (which control UI behaviour), these store information about the user.

Information Fields vs Preferences

• Information fields: Facts about the user (department, manager, hire date) — read or write by admin or HR; typically don't change UI behaviour.
• Preferences: Settings the user controls (theme, language, density) — change UI behaviour.
• Both are technically custom fields on the user record but serve different audiences and roles.

Common Information Fields

• Department: Dropdown of org units.
• Job title: Free text or dropdown from HR system.
• Employee number: The HRIS-issued identifier.
• Hire date / start date: For tenure-based features.
• Manager: Linked user — drives approval chains.
• Office location: Building / city.
• Cost centre: For expense routing.
• Skills / certifications: Multi-select for filtering.
• Emergency contact: Group field with name + phone + relationship.

Where Values Come From

• Self-service: User fills in via profile.
• Admin/HR: Filled in by admin on creation.
• HRIS sync: Automated pull from Workday / BambooHR / SuccessFactors.
• SSO claims: Mapped from IdP attributes at sign-in.

Worked Examples

• Internal staff system: Department, manager, employee number sync nightly from HRIS.
• Healthcare staff: Job title, certifications, on-call schedule. Certifications drive what records they can access.
• Field service: Office location, skills, current location coordinates (for dispatch).
• Marketplace seller user: Business name, VAT number, payout account.

Once user information fields exist, you'll want them surfaced in the right places — profile pages, registration forms, admin user management. This article shows how to link them.

Where to Surface Them

• Self-service profile: User can view and (sometimes) edit their own info.
• Registration form: Capture during signup so it doesn't get skipped.
• Admin user create form: Admin fills in when creating a user manually.
• HR onboarding flow: Multi-step wizard collecting all info on day one.
• SSO post-login: Prompt for missing info on first sign-in via SSO.

Surfacing Per Form

1. Open the relevant form (e.g. Sign-up form).
2. Click Add field.
3. Pick an existing information field (the picker shows already-defined fields, avoiding duplication).
4. Override label, required, validation as needed.
5. Save.

Per-Audience Differences

• External signup: Don't ask for internal-only fields like employee number.
• Internal signup: Ask for the full HR set.
• Admin create: All fields available; admin fills in what's known.

Read-Only Display

Some information fields are read-only for the user (e.g. employee number is set by HRIS sync and shouldn't be user-editable). Make these visible but disabled on the user's own profile, while admins can still edit them on the admin user form.

Worked Examples

• Internal HR onboarding: Day 1 wizard collects Department, Manager, Office, Cost Centre, Emergency Contact in 5 steps.
• Marketplace seller onboarding: Signup form collects Business Name, VAT, Payout Method.
• Field service tech: First sign-in prompts for current geo-location and certifications, populated automatically thereafter.
• Sync-driven: Internal staff form has no user-facing fields — everything comes from HRIS sync nightly; users see read-only profile.