How to Add a Custom Data Field


In Beacon HR, System Admins can create user-defined fields to track custom data for employees. The new fields can be found on the Supplemental Information page once created.  


To add a new field:


1. Navigate to the Admin tab

2. Click the User Defined Field option on the left

3. Click +Add 

4. Fill out the information for the new User Defined Field

   a. Label: Title of the Field (this will be displayed as the name of the field throughout the system)

   b. Sequence: The order in which the new field will be listed among the other fields created. (ie 1, 2, 3 etc)

   c. Form Element: The type of data you are collecting. See below for more information

   d. Display Value/Abbrev in Dropdown: This is only applicable if you select Dropdown during the Form Element step

   e. Click Save



Form Elements Explained


CheckBox: This option will allow users to checkmark true or false for a new field. This Checkbox option will appear on the right-hand side of the supplemental information page under the other checkboxes that are already included in the system.


CheckboxLeft: Functionality identical to the Checkbox item. However, this option will appear on the left-hand side of the screen clustered under other User Defined Fields


DateTextbox: This option allows users to capture date information. Users will be able to enter values such as 06/29/1990 


TextBox: This option will create a new field that will accept any text string information as a possible value. 


DropDownList: This option will create a new drop-down field where users will be able to select options from a defined list of selections.


When you select DropDownList, you will have the ability to define what values appear in the dropdown for a user to select from. 

To add a NEW ITEM, leave the first drop-down for "Select Item to Edit" set to New Item.

To edit an existing item, use the select item to edit drop-down to choose the existing item you want to edit. (in the below screenshot, I can select Hero 2 - Hero to edit)

Value: enter the text that you want to be reported on the front position list for reports.

Text: Enter the text that will appear as a dropdown option from the employee's profile page for a user to select (Note that the Text can be the same as the Value.

Sequence: Enter the order you want this new item to appear in the drop-down list.

If the Value and Text descriptions are different, it can be useful to checkmark "Display Value/Abbrev in Dropdown." This means that both descriptions will appear in the dropdown from the employee profile page. 


Where to Find the New Field


Once a new field is created, it will appear on the employee's supplemental information page. Most fields will appear on the left list of fields. Checkbox fields will be found on the right-hand side under other checkbox options. 




To report on new fields, click on the Column Preference Icon from the Front Position List

From the next page, you can find the new fields under the Supplemental Information header. To add the field to the home page report, drag and drop (or click on the left arrow) the field into the left-hand Current Column list.