Getting Started for Admins

Custom Profile Fields

Learn how to use the Profile Setup fields to collect, store, and run reports on custom team member information.

As an Admin or Super Admin, you can view Profile Fields or create new Profile Fields in the Admin section under Profile Setup.

This information is typically collected in two way: by Admins, new hires, and managers during Preboarding, as well as during Onboarding.

Types of Fields that Sapling can collect and store

Sapling has 4 categories of data that are stored on ever team member profile.

  1. Profile fields - these fields are shown on the team member's profile, and are visible to all team members.
  2. Personal fields -  these fields are not shown on the team member's profile, and are managed by admins or super admins.
  3. Additional Fields -  these fields can be anything collected or maintained as part of your team member's information.
  4. Private Information - these fields contain confidential information that visibility can be restricted to certain permission groups.

There are a number of Profile Field types within each category that Sapling can collect and store.

  • Short Text: Free form text option where team member can write their own answers.
  • Long Text: Long free form text option when something may require a few sentences to answer.
  • Multiple Choice: Team member selects one option from a list.
  • Multi Select: Team member can select more than one option from a list.
  • Confirmation: Will ask the team member to confirm a field.

Managing when to show each field

Managing employee data can be tricky and context specific, so we want to make sure you can manage what fields are displayed in the onboarding and offboarding flows (or not in either!).

In your profile field set-up, you can select whether the field should be shown in:

  • The Onboarding Flow - when you onboard new hires
  • The Offboarding Flow - when you offboard team members
  • Neither - which means the profile field is only found on the profile and not actively shown during onboarding or offboarding.

*Note: you will also be prompted with a checkbox option that says "This is a confidential field and should be masked". By checking this, that means anyone with the permissioning level to see that field will have to actively click on the field to see what is hidden underneath - particularly helpful for sensitive data like Social Security numbers.

Where can I see this Information?

All profile field information is stored directly on every team member's Sapling profile. Based on the permissioning levels of the information, only certain fields will be visible to certain permission groups.

To learn how to run custom Profile Field reports, check out our help article on Reporting in Sapling.

Still no luck? We are here to help!

People Operations can be complex - contact our customer success team to get in touch with you.

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