Profile field settings

Configure the custom employee profile fields (UDF and URF) that extend Empuls’s default schema to fit your data model.

Empuls’s default employee record covers names, emails, departments, designations, grades, sites, business units, cost centers, and managers. When you need to track something beyond that — a Workday badge ID, a dotted-line manager, a security-clearance level — you use custom profile fields. UDFs (User-Defined Fields) are text fields; URFs (User-Relationship Fields) link an employee to another employee. Profile field settings is where you turn these custom fields on and rename their labels. Open it as a sub-page of Manage Employees in your tenant.

Before you start

• You must be a Super Admin.
• The system supports up to 12 UDFs and 8 URFs per tenant. Adding more requires an Empuls support request.
• Custom fields appear in CSV imports, filters, audience targeting, and reports. Plan before you populate.

UDF vs URF

Field type	What it stores	Example use
UDF (User-Defined Field)	Free-text or short-list value	Workday badge ID, security clearance, regional flag, employee tier
URF (User-Relationship Field)	Reference to another employee	Dotted-line manager, mentor, buddy, HRBP

Both appear as columns on the employee record and can be used as filters anywhere Empuls supports filtering.

Enable a custom field

1. Open Profile Field Settings

   Navigate to Admin Hub → Employees → User Management → Profile Field Settings.

2. Toggle on N1, N2, etc.

   Each field is labeled N1, N2, … N12 for UDFs (or R1–R8 for URFs). Toggle on the fields you want active.

3. Set a display label

   Each enabled field gets a human-readable label — for example, rename N1 to Workday Badge ID. The label is what shows up in the employee form, filters, and reports.

4. Set field metadata (optional)

   Choose whether the field is required at user creation, whether it accepts free text or a dropdown list of fixed values, and whether to surface it on the public profile.

5. Save

   The field is now available on every employee record and in every filter that supports custom fields.

Populate values

You can populate UDF/URF values three ways:

• Per user — Edit an employee record, scroll to the custom fields section, and enter the value.
• CSV bulk import — Add a column for each enabled UDF/URF in your import CSV (use the label as the header). See Manage employees for the CSV format.
• HRIS sync — Map the source-system field to the Empuls UDF/URF in your HRIS integration field-mapping step.

Using custom fields downstream

Once enabled, custom fields show up wherever Empuls offers filtering:

• Budget recipient selection
• Audience targeting for homepage templates
• Survey audience selection
• Reports groupings and filters
• Access control scoping (where supported)

Disable a field

Toggling a field off does not delete the values — they stay on each employee record but become invisible in filters and forms. Re-enabling restores visibility.

To permanently clear values, disable the field then contact [e-mail].

Limits and gotchas

• Renaming a field’s label doesn’t change references in CSV templates downloaded before the rename — re-download after renaming.
• URFs reference an employee ID; if that employee is deleted, the URF shows blank.
• Required UDFs cannot be enabled retroactively without breaking existing employee records — set required-ness only on fields that are populated for everyone.
• Field metadata (free-text vs dropdown) cannot be changed once values exist. Reset values first or contact support.

Related

• Manage employees — Where individual values are edited and CSV imports happen.
• HRMS integration — Map HRIS fields to UDF/URF.
• Access control — Restrict who sees sensitive UDF values.