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How to Set Up and Manage Custom Fields in Worksome 💡

This is a guide on Custom Fields - what are they and how to set them up and manage them.

Written by Mara Ghencea

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.

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

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:

Pop-up page to create a new custom field. The pop-up contains multiple sections that need to be filled out, such as name, input type (text or dropdown), decsription and whether the custom field is required or not. You can also set the custom field for approvals workflow.

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

  1. Name

    Enter a clear name for the custom field (e.g., "Background Check")

  2. 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").

  3. Description

    Use this section to provide context or guidelines for the custom field

  4. Settings

    • Enable for Approval Workflows: Adds the custom field to custom rules in approval workflows (applicable for jobs)

    • Make Required: Makes the field mandatory on all jobs, TCs, timesheets.

    • API Only: Allows updates to this field via API only.

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

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.

Additionally, you can edit job-level custom fields on contracts through Conversation > Contract Details.

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!

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