How to Create and Assign Custom Fields in NextGen Workforce

Overview

The Custom Field (Flex Field) module in NextGen Workforce allows you to capture additional employee data tailored to your business needs. You can create fields like department tags, uniform sizes, project codes, or any unique tracking fields relevant to your operations.

Using this feature helps in custom reporting, segmentation, and compliance tracking, making your employee management more organized and efficient.

Before You Start

Before creating and assigning custom fields, ensure that:

• Approval workflows are assigned to employees.
• Payroll-cycles are assigned to employees.

Creating a Custom Field

Follow these steps to create a new custom field in NextGen Workforce:

1. Log in to your NextGen Workforce admin account.
2. Navigate to Settings on the left panel of your dashboard.
3. Scroll down and click on Custom Fields.
   1. Enter a unique code using a combination of letters and numbers without spaces (e.g., UNIFORM01 or PROJCODE2025).
   2. Enter a clear, descriptive field name for your custom field (e.g., “Uniform Size” or “Project Code”).

Selecting the Field Type

In the next section, choose the field type based on the data you want to collect:

1. Text: Allows admins to enter free text in employee profiles.
   1. Select “Text” from the options
   2. Leave the field value blank
2. Dropdown: Provides a list of options to select from (e.g., XS, S, M, L, XL).
   1. Select “Dropdown” from the options
   2. In the next field, Enter Comma separated value (e.g., Yes, No ; Exempt, Non-Exempt)
3. Tag Variable: Used for system-driven dynamic data tagging for advanced integrations and logic.
   1. Select “Tag-Variable” from the options
   2. In the next field, Employee List option will be automatically selected (which can be used for approval process)

Assigning Custom Fields value to Employees

Once you have created your custom field, you need to assign it to employees:

1. Go to the “Employee” section in the dashboard.
2. Search and select the employee you want to assign the custom field to.
3. Navigate to the “Employee Tags” tab within the employee profile.
4. All custom fields registered in your account, whether multiple or single, will be displayed here.
5. Input or select the necessary value for the employee.
6. Click Update to save the changes.

Examples of Using Custom Fields

• Track project codes for employees working across different clients.
• Collect emergency contact details or personal data fields securely.
• Assign equipment or uniform sizes for warehouse or field staff.
• Use as “Employee tags” for setting up custom approval process.

FAQs

Q: Can I edit a custom field after creating it?
Yes, you can edit the name or field value in case of field type “Text” or “dropdown” , but the field code should remain consistent to maintain data integrity.

Q: How many custom fields can I create?
There is no strict limit, but it’s best to maintain only relevant fields to keep data clean and manageable.

Q: Who can view or edit these fields?
Only Superadmin can edit or create Custom fields in the account.

Need Help?

If you need assistance with creating or managing custom fields, please contact NextGen Workforce Support or email us at: care@ngworkforce.com.