[DRAFT – This article is being updated. All new content is marked in square brackets and labelled DRAFT. Items marked "TO CONFIRM" need checking before publishing. Remove all brackets and labels before publishing.]

Custom fields in Worksome allow you to customize information at the Job and Trusted Contact (TC) and Payment Request levels, helping tailor data to your organization’s unique needs. This guide covers how to set up and manage custom fields, including where they appear and who has access to add or edit them.

Good-to-know about Custom Fields

What Are Custom Fields?

Custom fields allow companies to add specific information that enhances Talent findability, personalization, and functionality within Worksome. Custom fields can be added to:

Jobs: Used for both new and existing jobs.
Trusted Contacts: Used when inviting new TCs or adding to existing TCs.
Payment Requests: Used to capture metadata (e.g. cost code, project reference, client, rights holder) on payment requests via timesheet lines.
Expenses: Payment request custom fields now include an Expenses subsection, so you can define custom fields for each expense on a payment request.

Where Are Custom Fields Displayed?

Custom fields are visible in several locations, depending on whether they’re set at the Job or Trusted Contact level. Common locations include:

For Jobs:
On the contract (accessible through the conversation)
On existing jobs
During the direct hire process
For Trusted Contacts:
When inviting a new TC
On the TC’s profile page
For Payment Requests:
On the timesheet, as timesheet lines (workers log hours against them)
In the payment request/timesheet review view for approvers/clients
During onboarding:
In the worker onboarding checklist, if the field has "Use for worker onboarding" turned on
In the staffing agency onboarding checklist, if the field has "Use for staffing agency onboarding" turned on]
On client invoices:
On the invoice PDF, if the field has "Show this field on client invoices" turned on

Who Can Set Up Custom Fields?

Permissions to create and manage custom fields vary based on role:

Organization-Level Fields: Only organization owners/admins can add and manage fields visible to all associated accounts.
Account-Level Fields: Only account owners can add and manage fields specific to their account.

How to Set Up a Custom Field

To set up a custom field, go to Company Settings > Custom Fields and click Add Custom Field. A setup window will appear for you to complete the following details:

💡Tip: You can see what this Custom Field applies to in the top left corner.

Name
Enter a clear name for the custom field (e.g., "Background Check")
Input type
- Text: For open text entries (e.g., "Additional Project Details").
- Dropdown: For a list of predefined values (e.g., "Background Check" with options like "Criminal Check," "None Needed," "ID + RTW").
- Multi-select dropdown: Like a dropdown, but users can select more than one value.
- File upload: Lets users attach documents to the field (e.g., a signed agreement or a certificate).
  When adding a file, you can upload a new file or select an existing one from their document bank.
Description
Use this section to provide context or guidelines for the custom field
Settings
- Enable for Approval Workflows: Adds the custom field to custom rules in approval workflows (applicable for jobs) [DRAFT – Not available for file upload fields.]
- Make Required: Makes the field mandatory on all jobs, TCs, timesheets. Required payment request fields must be filled in before a timesheet or payment request can be submitted.
- API Only: Allows updates to this field via API only. Not available for file upload fields.
- Use for worker onboarding: Adds the field to the worker onboarding checklist. Requires worker onboarding to be enabled for your account. If the field is also required, workers must complete it before they can access conversations, hire offers or shared jobs. If this is off, the field stays internal and workers do not see it.
- Use for staffing agency onboarding: Adds the field to the staffing agency onboarding checklist. Requires staffing agency onboarding to be enabled for your account. If the field is also required, the agency must complete it before it can access conversations, hire offers or shared jobs. If this is off, the field stays internal.
- Show this field on client invoices: Prints the field's value on the client invoice. Fields with this setting on can also be used to group and sort invoices. TO CONFIRM: whether this setting is available on all accounts.
- DRAFT – Restricted access (file upload fields only): Files in this field are visible only to admins and compliance users. Everyone else sees "Restricted: only visible to authorized users". A restricted field cannot also be shared with clients. TO CONFIRM: exact role names that can view restricted files.

After completing all fields, click Save to activate the custom field.

Custom fields on payment requests are currently supported for timesheet-based payment requests; support for fixed-rate payment requests is not yet available

Who Can See a Custom Field?

Custom fields are either internal (visible only to your own team) or shared with people outside your team. When you view a job custom field, a badge shows whether it is internal or shared, so you know who can see the value.]

DRAFT – Workers and staffing agencies: Internal fields are not shown to them. Fields used for worker or staffing agency onboarding are shown in their onboarding checklist.
DRAFT – Sharing job fields with staffing agencies: You can share job custom fields with staffing agencies so they can read the values on the job.
DRAFT – Fields shared with clients: When a staffing agency or MSP sets up a field and marks it as shared with the client, the client can see and edit it on the job and, after the hire is created, on the hire.
DRAFT – Timesheet fields on MSP hires: Workers on hires sourced through an MSP or supplier see the end client's timesheet custom fields, so the client's required information is collected.
DRAFT – Restricted files: File upload fields with restricted access are visible only to admins and compliance users.

How to manage Custom Fields

Managing Custom Fields

Once created, custom fields can be managed in Company Settings > Custom Fields. Here, you can:

Add: Set up new fields as needed.
Edit: Adjust names, descriptions, or settings of existing fields.
Delete: Remove fields no longer in use.

Overview of the custom fields settings section. This shows the Existing Custom fields on the account level 'On account' and on the organisation level 'From Organisation'. For each levels, you can see the custom fields associated with it under a table with two columns: Field name and Required. On each row of the table, you will have the title of the field, whether the custom field is required or not and three dots from which you can edit or delete the custom field.

Need Help?

If you have any questions or need further assistance, reach out to our support team via chat (just click the button in the corner) or email us at hello@worksome.com. We're happy to help!

How to Set Up and Manage Custom Fields in Worksome 💡