Understanding Staff Field Types in openSIS
Overview
When creating custom staff fields in openSIS, administrators must select a field type that determines how information is collected, stored, and displayed within Staff Profiles.
Choosing the correct field type helps:
- Improve data accuracy
- Standardize staff records
- Simplify data entry
- Reduce administrative errors
- Improve reporting consistency
Each field type is designed to capture a specific type of information.
Accessing Field Types
To view available field types:
- Navigate to:
Settings > Staff Settings > Staff Fields - Select a category.
- Click:
Add New Field - Locate the Type dropdown.
The dropdown displays all supported field types available for custom staff fields.
Available Staff Field Types
Text
The Text field allows users to enter free-form text information.
Examples
- Employee ID
- License Number
- Office Location
- Department Name
Use Text fields when information may vary significantly between staff members.
Number
The Number field accepts numeric values only.
Examples
- Parking Space Number
- Locker Number
- Extension Number
- Staff Reference Number
Number fields help maintain consistent numeric data.
Date
The Date field allows users to select a date using a calendar picker.
Examples
- Hire Date
- Contract Expiration Date
- Certification Expiration Date
- License Renewal Date
Date fields help standardize date formatting throughout the system.
Pull-Down (Dropdown)
The Pull-Down field allows users to select one option from a predefined list.
Examples
- Employment Type
- Department
- Certification Status
- Vehicle Type
Dropdown fields help maintain consistent data entry.
Multiple Select
The Multiple Select field allows users to select more than one option from a predefined list.
Examples
- Certifications Held
- Subjects Authorized to Teach
- Languages Spoken
- Professional Memberships
This field is useful when multiple selections may apply.
Checkbox
The Checkbox field allows users to select or deselect a single option.
Examples
- CPR Certified
- First Aid Trained
- Active Employee
- Company Vehicle Assigned
Checkboxes are commonly used for Yes/No type information.
Text Area
The Text Area field supports longer text entries.
Examples
- Staff Notes
- Professional Experience Summary
- Administrative Comments
- Internal Remarks
This field is useful when detailed information must be stored.
Files
The Files field allows users to upload supporting documents.
Examples
- Teaching Certificates
- Professional Licenses
- Employment Contracts
- Background Verification Documents
Uploaded files become associated with the staff record.
Choosing the Right Field Type
Selecting the correct field type improves:
- Data quality
- User experience
- Reporting accuracy
- Administrative efficiency
For example:
| Information | Recommended Field Type |
|---|---|
| Employee ID | Text |
| Parking Space Number | Number |
| Hire Date | Date |
| Department | Pull-Down |
| Certifications Held | Multiple Select |
| Staff Notes | Text Area |
| Teaching Certificate | Files |
Why Field Types Matter
Proper field type selection helps institutions:
- Standardize staff information
- Improve profile management
- Reduce data entry errors
- Simplify reporting
- Improve administrative workflows
Using inappropriate field types may result in inconsistent or difficult-to-manage records.
Best Practices
- Use Dropdown fields whenever predefined choices exist.
- Use Number fields for numeric information.
- Use Date fields for date-related records.
- Use Text Area fields for detailed notes.
- Use File Upload fields only when supporting documentation is required.
- Keep staff data collection simple and relevant.
Related Articles
How to Enable or Disable Staff Fields in openSIS
Overview openSIS allows administrators to control which staff fields are actively used within Staff Profiles. By enabling, disabling, hiding, or requiring specific fields, institutions can customize staff records to match their operational and human ...How to Add and Manage Custom Staff Fields
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 ...Understanding Staff Fields in openSIS
Overview The Staff Fields feature in openSIS allows institutions to customize and manage the information collected and displayed within Staff Profiles. Administrators can: Organize staff information into categories Create custom fields Enable or ...How to Add and Manage Staff Field Categories
Overview Staff Field Categories help organize information within Staff Profiles by grouping related fields into logical sections. Categories make staff records easier to manage and allow institutions to structure employee information according to ...Understanding Student Field Types in openSIS
Overview When creating custom student fields in openSIS, administrators must select a field type that determines how information is collected, stored, and displayed. Choosing the correct field type helps: Improve data accuracy Simplify data entry ...