Custom Fields

Available Field Types

When building a custom field, you can choose the format that best fits the data you're collecting:

• Date selector — for things like expiration dates or start dates
• Checkbox — for simple yes/no data points
• Free text field — for open-ended notes or identifiers
• Number field — configurable as quantity, currency, phone number, or a general number
• Drop-down select — lets users choose from a predefined list of options

Where Custom Fields Appear

Custom fields aren't limited to one part of the platform — they can be assigned to any of the following areas, and once created, they'll show up automatically wherever they're assigned.

1. Candidate and Worker - Found on Candidate and Worker profiles, Vendors will pre-fill in these fields while submitting applicants to job postings, and these data values will follow the to the candidate -> worker profile if hired.
   • Any custom fields created for candidates or workers appear at the bottom of the candidate profile.
   • On the worker profile, click Show Additional Details and scroll down to see the worker's custom fields.
   • If set to required, these fields will be required for the vendor users to fill in prior to being permitted to submit applicants to a job posting.
2. Job Title and Posting - Apply to a job title template so any new postings created will automatically have these fields pre-filled out.These fields are not editable by the vendor, and any workers hired will inherit this data on their worker profile. (Found on: Job Title Template -> Job Posting -> Worker)
   • Click into a job title, then scroll down to the Additional Information section to see the job title/posting custom fields.
   • Any values pre-filled on the job title template carry over automatically to new job postings created from it.
   • Workers hired from that posting will also inherit this information on their worker profile.
   • The same fields can be viewed on the job posting page — open a posting, scroll down, and click Show Additional Information.
   • Job title and posting custom fields also appear on the worker's profile: open the profile, click Show Additional Details, and scroll down. If a field was pre-populated on the job posting before the worker was hired, that value follows through to the worker's profile.
   • If Set to required, Client users MUST fill out these fields before they can continue with creating a new job posting.
3. Candidate Requirements - are for any requirements regarding special forms, or attachments prior to being hired in SimpleVMS.
   • Found on (Job title templates & Job Postings), and can be pre-filled out on the template so any new job postings created will have these requirements pre-populated based on the title selected.
   • Scroll down and open the Requirements section to see all candidate custom fields. Each one can be set to:
     • Not Required  (Not Required / No action necessary in SimpleVMS)
     • Vendor Retains (No Action Necessary in SimpeVMS, Vendor Retains files internally)
     • Pre-Employment (Applies to Temporary Hire Type Postings, Vendors can submit applicants without these attachments, but the client cannot hire any workers until all attachments are added.
     • Attach on Submittal - Vendor Users MUST attach requested files while submitting an applicant to a job posting in order to proceed.
   • Candidate requirements can also be added at the job title template level (under the Job Titles page), so they come through pre-populated whenever a new posting is created from that template.
4. Vendor - Found on Vendor page
   • Click into a vendor, scroll to the Additional Information section, and the vendor's custom fields will be listed there.
5. Manager 
   • Go to Admin > Managers, then click a manager's name to open their user profile.
   • Scroll down to Additional Information to see that manager's custom fields.
6. Site
   • Go to Admin > Site, then click into a site.
   • Scroll to the Additional Information section at the bottom of the page to see the site's custom fields.
7. Cost Center
   • Go to Admin > Cost Centers, then click into a cost center.
   • The custom fields will be listed under Additional Information.
8. Scheduled Item
   • Found under a worker or candidate when creating or completing a scheduled item.
   • Go to Scheduled Items — when adding a new scheduled item (or opening an existing one), the custom fields are listed there and can be filled in.

Step-by-Step Instructions: Creating a Custom Field

1. Go to the Admin page and scroll down to Custom Fields.
2. Click Add Custom Field in the top right-hand corner of the screen.
3. Enter a Name for the field.
4. Enter a Tool Tip. This appears next to the custom field so users can click it for a short description or additional information.
5. Select which page the custom field should live on:
   • Candidate & Worker
   • Job Title and Posting
   • Candidate Requirements
   • Vendor
   • Manager
   • Site
   • Cost Center
   • Scheduled Item
6. Choose the field type:
   • Free text
   • Checkbox
   • Drop-down
   • Number
   • Date selector
7. Choose whether the field is Required:
   • Checked — users must fill out this field before they can proceed or save on the designated page.
   • Unchecked — the field isn't required to save.
8. Choose whether the field is Active:
   • Checked — the field is shown and visible.
   • Unchecked — the field is hidden.
9. Once everything is filled in, click Add Custom Field in the bottom right-hand corner of the screen.
10. To confirm it was added, navigate to the page you assigned it to (e.g., Vendors), open a record, and scroll to the custom fields section — your new field will be listed there.

If you have any questions, feel free to reach out to our SimpleVMS support team at any time — we'd be happy to help.