In this article we will guide you through the Data Card Set-Up.
For this setting you will have to think about what data you want to keep on your employees. Some fields have already been added by us for you as an inspiration. You can choose to keep or delete them.
See below how get to the Data Card Set-Up:
However, some fields are required in Staff and thus cannot be deleted. These fields are:
- First Name
- Last Name
- Departments
These are all markers to identify your employees. The employee's unique e-mail is their gateway to the platform. Re-read our guide about Departments to learn why it is a required field.
Additionally, there are fields in Staff tied to functions in the system that you should be careful not to delete. These fields are:
- Seniority
- Employment start
- Employment end
- Mobile work
- Mobile private
- Nearest manager
You can rename these fields if you wish them to be called something else. You can do this by clicking on the three dots to the right of the field and selecting Edit field. Under Alias, you can give the field a different name. Finish by clicking Save and close.
Data Card Setup
Below, we will guide you through setting up your data card.
Tabs
At the top of your data card, you will find the Tabs (such as “Master data”, “Employment”, “Salary information” etc.) These tabs are used to divide the data card into sections. You can edit or create tabs by clicking on the "+".
Field headlines
You can divide each tab further by adding field headlines. This will help you get a better overview of your data. To do so you should click on Add row and then choose Row. Then you can fill out the Name of the new field in the Name-area.
Fields
You can add any fields you like to your data card. Fields are added by creating them directly in the column and can be moved freely within the same tab.
The fields are created directly in the desired column by clicking on the plus sign as shown below:
A field can be unique, which means that value used on one employee cannot be used for another. This can be used for identifiers such employee number or initials. Fields can also be marked as sensitive or mandatory as well as setting up an approval flow for changes. These changes can also be scheduled for the future. You can read more about scheduled changes here.
Field types
You can choose from different field types, depending on what kind of information you want to store. You will be presented with the different field types and examples when creating a new field. Changing the field type is impossible once you've created a field.
When you hover the mouse over a field type, you will get an explanation of the specific field type at the bottom (FAQ), as shown in the picture below:
When clicking on Next you will have to fill out some information, such as:
- Name: When creating the field, you need to specify a name
- Description/Help text: Writing a help text for yourself is possible. This way, you can access a note that can be opened in a pop-up window
- Multi-line: Check Multi-line if the field should be able to be filled with more than just one line
- Default value: Here you can specify a value that the field will be filled with by default if no other value is specified
- Exclude field from roles: You can choose which personal roles a field should be excluded. This means you can assign a permission role to an employee and choose that the field in question will not be displayed on the employee's profile if the employee has this role. However, the value can still be accessed through, for example, the employee overview, notifications, etc. Read more in the section below called “How to Use the Exclude Field from Roles Feature”
Settings
When creating a field, you can decide whether the field should be unique, mandatory, sensitive, whether changes should be approved, and whether the field can receive scheduled changes. We'll go through the meaning of these below the picture.
- Unique: A field can be made unique, which means the system can record what has previously been entered in this field and thus prevent the same data from being entered again. This can be relevant if you create a field for initials and do not want multiple employees to have the same initials
- Mandatory: If the field must be filled out, you should check Mandatory. As a rule of thumb, we recommend having as few mandatory fields as possible. The more mandatory fields to fill out, the more work it will be for you when adding a new employee
- Sensitive: The value in a field can be displayed with asterisks, as we know from the display of social security numbers. Therefore, those who have permission to see the value must actively click on the field to view it
- Changes must be approved: You can choose that data in a field must be approved before it is added to the employee's profile. If you check the “Changes must be approved,” you can choose who should approve the field. This can then be accessed via the respective employee's account in the Approvals menu
- Can receive scheduled changes: If a value needs to be changed forwards or backward in time, for example, to take effect on a specific date, you can check “Can receive scheduled changes,” allowing you to schedule a change to this field. Read more about adding Scheduled Changes here
Click Next and go to Permissions where it’s possible to decide who can see and/or edit the new field. This can always be changed afterwards in Settings > Permissions.
How to Use the Exclude Field from Roles Feature
You can now exclude fields on the profile based on their personal role. (Note that this simply hides the fields and only on the employee's profile. The fields will still be visible.)
Exclude fields as follows
It is possible to exclude fields from being displayed on the profile. This means that you can have an employee whose information, such as pension and seniority, is not displayed on their profile.
This can be relevant, for example, if you have hired an intern, where information about pension and seniority may be irrelevant.
- To exclude the field from being displayed on the profile, go to Settings > Profile Setup > Click on the three dots next to the relevant field > Select Edit field:
- Go to the "Exclude Field from Roles" field > Select the relevant role from the dropdown list > Click Save and close
Now, this role's field will not be visible on their profile.
Layout
It is also possible to define the layout of your data card. There are three different layout options you can choose from at the top of each tab:
Once you have chosen the number of columns, remember to click on Save changes.
Now we have walked you through the Data Card Setup. Here you have decided what kind of information you want to keep on your employees and the layout. It is always possible to add to or change these choices.