Custom profile fields: what for, how to create, edit, and delete

TABLE OF CONTENTS

What are custom profile fields

How to create a custom profile field

A step-by-step guide (video)

A step-by-step guide (text)

How to disable a custom profile field

FAQ

1. I added a custom field to my existing user base. How do I populate it for all users?

2. What user profile fields are recommended to add?

3. How many custom fields can be added?

4. I disabled a field but want to re-enable it. Will historical data still be available?

5. I no longer need a custom field but don't want to lose the data. What should I do?

What are custom profile fields

Custom profile fields are properties that the Training Service Owner can configure for all users, enabling segmentation of the user base based on these fields.

For example, adding custom fields like "Department" or "Location" allows you to create segments for specific departments or locations. This can enhance reporting, allow assigning separate admins to manage individual segments, and streamline enrolment processes.

To learn more about segments and how to set them up, see Organisational segments: what for, how to create, edit, and delete.

How to create a custom profile field

A step-by-step guide (video)

A step-by-step guide (text)

1. Click the Settings tab on the menu bar at the top of the page.
2. Scroll down to the USERS section.
3. Click User profile fields to show the list of available custom profile fields.
4. Select the check box to enable the profile field.
5. Type in the name of the field, e.g. Department. 

   Note: You should not use custom profile fields to collect special category data (i.e. health, equality or personal identification information such as national insurance numbers).

6. Click the arrow on the Type box to show the list and select the Type:
   • Text input allows users to enter free text.
   • Select list limits the user to a predefined list. Type the predefined list in the box below. 

     PRO tip: If the field is intended for segmentation, we recommend providing a predefined list for users to select from. This ensures consistency and avoids issues with case or typos. 
     

     E.g., entries like "HR," "hr," and "Human Resources" would be treated as separate values by the system, which could lead to confusion and complicate future management. 

7. Select the Required check box to make this field mandatory for all users to complete.    

   Note: Custom profile fields that are Required are checked at login. If they are blank, the user must type the required information into the field before they can continue to the LMS and access their training.

8. Select the Hidden from users check box to make this field accessible only to admins. 
9. Scroll to the bottom of the page and click Save Changes.

How to disable a custom profile field

 

Caution: Disabling a Custom profile field permanently deletes all existing user data associated with that field. This action cannot be undone.

To avoid loss of data, before disabling, check that the field is not necessary for users/ report filtering or organisational segment.

 

PRO tip: Before disabling a field, you can download the user data containing the information from that field. This ensures you have a backup on your device in case you need to access it later. 

To disable a Custom Profile field:

1. Click the Settings tab on the menu bar at the top of the page.
2. Scroll down to the USERS card.
3. Click User profile fields to show the list of available Custom profile fields.
4. Scroll through the list to find the custom profile field you want to disable.
5. Clear the check box on the left of the field name to disable the profile field.
6. Read the confirmation message and if you are sure, click OK.
7. Scroll to the bottom of the page and click Save Changes.

FAQ

1. I added a custom field to my existing user base. How do I populate it for all users?

• If it’s essential to update this field for all users immediately, an admin can do so via bulk editing. For detailed instructions, see How to bulk edit users.
• Alternatively, you can prompt your users to update the information themselves. Upon logging in, they will be asked to fill in any missing details. Unless, the field was marked "Hidden from users", then users won't see it and won't be able to fill out.

2. What user profile fields are recommended to add?

• The fields depend on your organization’s structure and size. We recommend focusing on fields that simplify user management by grouping them into segments. Commonly used fields include Department and Location. 
• Do not use custom profile fields to collect special category data (i.e. health, equality or personal identification information such as national insurance numbers)

3. How many custom fields can be added?

    Up to 10 custom fields. 

4. I disabled a field but want to re-enable it. Will historical data still be available?

No, once a field is disabled, all associated data is permanently deleted and cannot be retrieved. Before disabling a field, you can download the user data containing the information from that field. This ensures you have a backup on your device in case you need to access it later. 

5. I no longer need a custom field but don't want to lose the data. What should I do?

You can mark the field as non-required and hidden from users. This way, historical data will remain intact, but users will no longer be prompted to fill out this field.