Custom fields on employee profiles
Define industry-specific data fields centrally — set up once, available on every profile.
Security, cleaning, and facility companies rely on LiteLog.
Why custom fields?
Every industry has its own mandatory data on the employee profile — the guard licence number in security, the care class in elderly care, the key set for facility services, or the district group in cleaning. Maintaining those as free-text inside a generic notes block leads to typos, inconsistent spellings, and the loss of reportable data.
With custom fields you define exactly once which data fields appear on every employee profile. From that moment labels are consistent, values are filterable and exportable, and nobody has to remember whether the field was named Personnel No. or Personnel Number.
- ✓Set up once, available on every profile
- ✓Consistent labels — no typo variants
- ✓Reportable in filters and exports
Industry-specific examples
Security firms track fields such as guard licence number, §34a certification date, call sign, weapon licence. Cleaning companies capture district group, keybox access, machine licence. Care providers record care class, SGB XI activity module, and MDK certificate number. Facility services manage key sets, workshop access codes, and machine operator licences.
Across all industries the same rule applies: this data does not belong in a free-text block, but in a structured profile field — so compliance evidence holds up in audits and court.
- ✓Security: guard licence, certification date, call sign
- ✓Cleaning: district group, machine licence, key access
- ✓Care: care class, MDK certificate, activity module
Required fields, select lists and data integrity
Per field you choose a fitting data type: single-line text, multi-line text, number, date, select list or yes/no toggle. Select lists prevent each employee from inventing their own spelling — you really get values you can report on. Required fields are enforced on save so that critical compliance data (for example expired certifications) never goes missing.
The date format is standardised (YYYY-MM-DD), numbers are numerically validated. No more dirty data that has to be cleaned up later.
- ✓Six field types: text, multi-line, number, date, select, yes/no
- ✓Required-field logic enforced on save
- ✓Standardised validation — no dirty data
Archive instead of delete
Fields can be archived rather than deleted. That protects you in audits and GDPR requests: existing values on the employee profile are preserved, the field simply stops showing up on new profiles. Archived fields can be reactivated at any time — for example when legal requirements change again.
In industries with long statutory retention periods (security, care), this is a decisive difference: you never lose historical evidence.
- ✓Archiving preserves historical data
- ✓Reactivation possible at any time
- ✓GDPR- and audit-ready through verifiable retention
FAQ
Frequently asked questions about custom employee profile fields
How do I create a custom field on the employee profile?
Open Settings, switch to the Custom Fields tab and click Add field. Pick a label, type (text, number, date, select, yes/no) and decide whether the field is required. From that moment it appears on every employee profile.
Do I lose data when I archive a field?
No. Archiving hides the field from new profiles while preserving existing values for audits. You can reactivate the field at any time without data loss.
What happens to existing employees when I add a new required field?
Existing profiles stay saved as they are. The required rule kicks in on the next save — so you can collect the missing data in a controlled way without breaking historical records.
Can I define different fields per industry?
Yes. Fields are tenant-scoped. A security firm might define guard licence number and §34a date, while a care provider tracks care class and MDK certificate number.
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