Store any type of document or piece of information you need against your locations, by creating custom fields. The possibilities are endless!

Once you have the information stored, you can then do dynamic reporting to check for missing information, expiring documents, or other important info (for example: a report to show how many lease agreements are expiring in the month of September 2024 in the state of Victoria). These reports are created from the Admin > Locations list, using the "Filter" button. 

Common examples/uses of custom fields:

  • Vehicle Registration Info
  • Lease agreements
  • Pest control certificates
  • Equipment Maintenance dates
  • Franchise fees or Agreements
  • Membership numbers
  • Alternative contact details
  • Hours of Operation
  • and anything else you can dream of!

Custom fields can also be used as conditions for smart regions. Click here for more details on Regions.

Looking for System Fields? That's here. 

To create, edit or manage the custom fields:

  1. Click Admin, then Locations (or Location Management)
  2. Under the ellipses (three dot menu) in the top right corner, click Manage Custom Fields

You can create two types of fields:

  1. Single - this is used when only one piece of information is needed (like a singular membership number)
  2. Group - this is used when you need to group two or more pieces of information together, such as a document upload plus a date (like a lease agreement copy and an expiry date)

For any date fields, you can set an optional notifications/reminders that will send prior to the date selected. To receive these notifications, a user/role must have access to manage workplaces at some level (either all workplaces, only their own, or any assigned regions).

For Single fields:

  1. Choose the type of field the information will be entered as
  2. Add the name of the field
  3. The tooltip text is shown next to the field as guidance of what to enter or upload
  4. If the type is Checkboxes, Drop Down or Single Select, you will need to add the options
    (Custom data source means you enter the options, System data source pulls the options from within the system such as users or workplaces)
  5. Decide which permissions need to be set (access restrictions, notifications, etc)
  6. Click submit when done. It will now be visible and ready to use within a workplace

 

For Grouped fields:

  1. Enter the tile of the field (e.g Lease Agreement)
  2. The tooltip text is shown next to the field as guidance of what to enter or upload
  3. Decide which permissions need to be set (access restrictions, notifications, etc)
  4. Click Save
  5. On the newly created grouping, click the plus button to add a field
  6. Choose the type of field the information will be entered as
  7. Add the name of the field
  8. The tooltip text is shown next to the field as guidance of what to enter or upload
  9. If the type is Checkboxes, Drop Down or Single Select, you will need to add the options
    (Custom data source means you enter the options, System data source pulls the options from within the system such as users or workplaces)
  10. Click submit when done
  11. Follow steps 4 to 9 for each field you need in that grouping. Most common is a file upload with two date fields (start/end)
  12. Custom fields are visible and ready to use straight away after creation

 

You can turn custom fields on/off (deactivate) by using the toggles on each field. Deactivating retains the data already entered, but does not show the field on any new workplaces.

Caution: Deleting the custom field will also delete all data entered against it. This is unrecoverable and irreversible. Only delete custom fields if the stored information will absolutely not be needed in the future. 

 

 

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