Overview

Custom Staff Fields allow institutions to collect additional staff information beyond the default fields provided in openSIS.

Administrators can create institution-specific fields to support:

• Human resource management
• Certification tracking
• Staff compliance requirements
• Payroll-related information
• Department-specific data collection
• Equipment and asset tracking
• Any other staff-related information required by the institution

Custom fields can be added to existing categories or newly created categories.

Accessing Staff Fields

To manage custom staff fields:

Settings > Staff Settings > Staff Fields

Select the appropriate category and click:

Add New Field

Adding a Custom Staff Field

To create a custom field:

1. Navigate to:
   
   

   Settings > Staff Settings > Staff Fields
2. Select the category where the field should be added.
3. Click:
   Add New Field
4. Configure the field settings.
5. Click Submit

The field will immediately become available within the selected category of the Staff Profile.

How Custom Fields Are Used in Staff Profiles

Custom fields created within a category automatically appear in that section of the Staff Profile.

For example:

• A custom field added under Certification Info will appear within the Certification section of the Staff Profile.
• A custom field added under Staff Vehicle will appear within the Vehicle section of the Staff Profile.

This allows institutions to extend staff records without modifying the core system structure.

Custom Field Configuration Options

Field Name

The name displayed within the Staff Profile.

Examples:

• License Number
• Parking Permit ID
• Employee Badge Number
• Emergency Contact Preference

Use descriptive names that clearly indicate the purpose of the field.

Field Type

Defines the type of data that users can enter.

Examples:

• Text
• Number
• Date
• Dropdown
• Checkbox
• Multiple Select
• Text Area
• File Upload

Selecting the correct field type improves data consistency.

Default Value

The Default field allows administrators to pre-populate a value automatically when staff records are created.

Examples:

• Default Department
• Default Employment Type
• Default Staff Category

This field may not apply to all field types.

Required

When enabled, the field must be completed before the staff record can be saved.

Examples:

• License Number
• Employment Identification Number
• Certification Expiration Date

Use this setting only for mandatory information.

Hide

When enabled, the field remains stored but is hidden from normal display.

This option may be useful when:

• The information is temporarily not required
• Historical data must be retained
• A field is being phased out

All Schools

Available in multi-school environments.

When enabled, the custom field becomes available across all schools within the institution setup.

This helps maintain consistent staff information standards across multiple campuses.

Editing a Custom Staff Field

To modify an existing field:

1. Locate the field within the category.
2. Click the edit icon.
3. Update the required settings.
4. Save the changes.

Changes are reflected throughout Staff Profiles immediately.

Deleting a Custom Staff Field

To remove a field:

1. Locate the field.
2. Click the delete icon.
3. Confirm the deletion.

Before deleting a field, administrators should verify whether important staff information is stored within it.

Deleting a field may remove associated data.

Reordering Custom Fields

Fields can be rearranged using drag-and-drop sorting.

Organizing fields logically improves:

• Data entry efficiency
• Staff profile usability
• Administrative workflows

Many institutions arrange fields according to onboarding or employment processes.

Examples of Custom Staff Fields

Common examples include:

• Professional License Number
• Teaching Certification Number
• Parking Permit ID
• Department Code
• Employment Contract Number
• Equipment Assignment
• Emergency Contact Notes
• Security Clearance Level

The fields used will depend on institutional requirements.

Best Practices

• Use clear and meaningful field names.
• Select the appropriate field type.
• Make fields required only when necessary.
• Avoid duplicate information collection.
• Review custom fields periodically.
• Test new fields before deploying them widely.