> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.superpath.io/sitemap.xml
> Use this file to discover available pages before exploring further.
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# Managing Custom Fields

# Managing Custom Fields

**In this article:**
* Overview
* Creating a Custom Field
* Field types
* Access levels
* Showing fields in the People list
* Including fields in reports
* Using fields in Workflows and Dynamic Teams
* Adding custom data to a profile
* Setting Custom Fields when adding Users
* Things to keep in mind
* FAQs
* Who can do this

## Overview
Custom Fields let you store extra information against a User's profile, beyond SuperPath's core details. They're useful when you're managing people manually or alongside an HR system and need to capture things like certifications, contract dates, agency assignments or supporting documents.

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## Creating a Custom Field
1. Go to **Settings → Custom Fields**.
2. Click **Add Custom Field**.
3. Enter a name for the field.
4. Choose a **Type** (see the options below). Choose carefully — the type can't be changed after the field is created.
5. If you chose **Dropdown**, define the list of options people can select from.
6. Set the **Access level** to control who can view and edit the field (see below).
7. Toggle **Show on list view** if you'd like the field to appear as a column in the People list.
8. Toggle **Include in reports** if you'd like the field to appear as a column on your reports and their exports (see below).
9. Click **Save**.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_14btekb.png)

## Field types
You can choose from six field types:
* **Text** for free-form text.
* **Number** for numeric values, e.g. contract length.
* **Date** for a single date, e.g. a contract start date.
* **Yes/No** for a simple toggle, e.g. "Is certified".
* **Dropdown** for a defined list of options you specify when creating the field.
* **File** to attach a document to the User's profile, e.g. a signed contract.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_zrspeo.png)

## Access levels
Each field has an **Access level** that controls who can view and edit the stored data:
* **Everyone**: visible to everyone who can see the profile, including the User it belongs to.
* **Managers & admins**: visible to Owners, Admins, Managers and People Managers, but hidden from the User it belongs to.
* **Admins only**: visible to Owners and Admins only.

> **Note:** Because the access level decides whether the User can see their own data, set it before you store anything sensitive.

## Showing fields in the People list
When creating or editing a field, toggle **Show on list view** to display it as a column in the People list, so you can see the value without opening each profile. You can turn the column off again at any time without affecting the stored data. (This toggle isn't available for **File** fields, as attachments aren't shown in the list.) Fields shown in the People list are also included when you export the People list.

## Including fields in reports
When creating or editing a field, toggle **Include in reports** to add it as a column on every report that lists people. You don't need to change your reports: the column appears automatically, headed with the field's name, both on screen and in the CSV export. The **Reports** column in **Settings → Custom Fields** shows which fields are included.

**Where the columns appear:**
* The **Learnings By Date and Status**, **Learning Matrix**, **Skills Matrix**, **Certificate Matrix**, **Certificates**, **CPD Points**, **Learning Points**, **Learning Time**, **Learners** and **Knowledge People** reports.
* **Scheduled Reports**, so the emailed CSV carries the same columns as a manual export.
* The CSV export from a quick report, the **View learners** panel on a Library content item, Pathway, Event or Form.

**Where they don't appear:**
* The **Learning Content Report**, where each row is a Learning rather than a person.
* The **Knowledge Article Report**. Use the **Knowledge People Report** instead to see who viewed Knowledge alongside their Custom Field values.
* The quick report on a Roadmap, and the panels you open from inside a report, such as a single learner's panel on the Learners Report.

Columns follow the order of your fields in **Settings → Custom Fields**, so reorder the fields to change the column order. Dates show as, for example, 17 September 2026, Yes/No fields show as **Yes** or **No**, and an empty value is a blank cell.

**Who sees which columns:**
* **Owners** and **Admins** see every field included in reports.
* **Managers** and **People Managers** see fields set to **Everyone** or **Managers & admins**, but not **Admins only**.
* **Content Managers** see fields set to **Everyone** in quick report exports.
* **Instructors** don't get Custom Field columns in quick report exports.

Fields a person isn't allowed to see are removed before the report reaches their browser, so they aren't in the export either.

> **Note:** A Scheduled Report uses the access of the person who created the schedule, not each recipient. If a Manager creates the schedule, the report never includes **Admins only** fields, even for an Admin recipient. If the person who created it is later disabled or removed, the report still sends but only includes fields set to **Everyone**.

**File** fields can't be included in reports, so the toggle isn't shown for them.

## Using fields in Workflows and Dynamic Teams
Any Custom Field except a **File** field can be used as a condition in a Workflow that starts when a person joins, a profile is updated or a person is added to a team, and in a Dynamic Team's people fields rule. For example, assign the Clinical induction when someone's Department changes to Clinical, or keep a Dynamic Team of everyone whose Start date is within the last 30 days. See *How to Use Custom Fields in Workflows and Dynamic Teams*.

## Adding custom data to a profile
1. Open the **People** list and edit the User you want to update.
2. Select the **Additional details** tab on their profile.
3. Complete the Custom Fields — enter values, select dropdown options, or drag in a file to attach it.
4. Click **Save**.

Once saved, the User's custom information appears in a dedicated block on their profile. What's shown there depends on each field's access level.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_1xoxz39.png)

## Setting Custom Fields when adding Users
Once at least one Custom Field exists, you can set custom data as you add people:
* **Manually:** the Custom Fields appear in the add-person form alongside the core details.
* **In bulk:** the bulk tool both adds and updates people. Use **Bulk Add / Update People**, download the template, and populate the columns for your Custom Fields. The template uses each field's key as the column heading, so keep the headings exactly as provided.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_153lz7g.png)

## Things to keep in mind
* Only Owners can create, edit or delete Custom Fields. Other roles may see data stored against a profile, depending on each field's access level.
* Custom Fields only appear on the **Additional details** tab once they've been created in **Settings → Custom Fields**.
* A field's **Type** and its key are fixed once the field is created — neither can be changed later. If you need a different type, create a new field.
* Dropdown options are set when you create the field, and you can update the available options in the field's settings at any time.
* The bulk template matches each column to a field using the field's key, so keep the template headings as they're provided.
* Existing fields start with **Include in reports** turned off, so your reports only change once you turn it on for a field.
* **Include in reports** and **Show on list view** are independent. One adds the field to your reports, the other adds it to the People list, and you can turn on either or both.
* Deleting a field is a soft delete: it's hidden from profiles and search straight away, and your historical analytics are preserved. Existing stored values and uploaded files aren't shown anywhere once the field is removed.
* You can't delete a field while a Workflow or Dynamic Team uses it as a condition. SuperPath lists what uses it so you can remove it there first.

## FAQs
**Who can create and manage Custom Fields?**
Only Owners can create, edit or delete Custom Fields, in **Settings → Custom Fields**. Other roles can't manage the fields themselves, though they may be able to see data stored against a profile depending on each field's access level.

**Why can't I see Custom Fields on a User's profile?**
The **Additional details** fields only appear once at least one Custom Field has been created in **Settings → Custom Fields**. If you've just created a field and still don't see a value, open the User in edit mode, go to **Additional details**, add the information and save.

**Can Users see their own Custom Field data?**
It depends on the field's access level. If a field is set to **Everyone**, the User can see it on their own profile. If it's set to **Managers & admins** or **Admins only**, it stays hidden from them.

**Can I update Custom Fields for people I've already added?**
Yes. As well as filling them in on a profile, the bulk tool both adds and updates people. Use **Bulk Add / Update People**, download the template, populate the Custom Field columns, and upload to update existing people in one go.

**Can I show Custom Fields in the People list?**
Yes — for most field types. Toggle **Show on list view** when creating or editing a field and it appears as a column in the People list. You can remove the column at any time without affecting the stored data. (File fields can't be shown in the list.)

**Can I show Custom Fields on reports?**
Yes, for every type except File. Toggle **Include in reports** when creating or editing the field and it appears as a column on every report that lists people, in their exports and in Scheduled Reports.

**Do I need to update my saved or Scheduled Reports?**
No. Saved and Scheduled Reports pick up the new columns automatically the next time they run.

**Why can't a Manager see one of the Custom Field columns?**
Report columns follow each field's access level. A field set to **Admins only** is only shown to Owners and Admins, including on reports.

**What types of data can I store?**
Six field types: Text, Number, Date, Yes/No, Dropdown and File. The File type lets you attach a document, such as a signed contract, directly to the profile.

**Can I change a field's type after I've created it?**
No. A field's type is fixed once it's created (as is its key). If you need a different type, create a new field.

**What happens to the data if I delete a Custom Field?**
Deleting a field is a soft delete. The field is immediately hidden from profiles and from search, and your historical analytics are preserved. Any values people had entered — and any files they'd attached — are no longer displayed once the field is removed.

## Who can do this
Only **Owners** can create, edit and delete Custom Fields — the **Custom Fields** settings area is available to Owners only. **Admins**, **Managers**, **People Managers**, **Content Managers**, **Instructors**, **Employees** and **Restricted** users can't manage Custom Fields, though depending on each field's access level they may see the data stored against a profile.