Make a field
Go to: Settings → Fields → People, Projects, Sites or Work types → Add a field.
- Name it as your payroll or business calls it (Employee ID, GL code).
- Pick a Type:
| Type | For | Options |
|---|---|---|
| Text | IDs, codes, notes | Format: any text, digits only, or letters and digits (no spaces or symbols); Max length |
| Number | Contracted hours, pay level, badge no. | Minimum, Maximum, Whole numbers only |
| Date | Start date, last day, licence expiry | Picked from a calendar |
| A list of choices | Pay frequency, state, contract type | Up to 500 choices; Can pick more than one (see Lists of choices) |
| Yes / No | Union member, first aid | Stored as Yes or No |
- Switch on what applies:
- Unique: no two people (or projects…) can share a value. Not offered for Yes / No or several picks.
- Ask when inviting (people): invitations need it filled in.
- They can see it (people): each person sees their own value in Profile, read only.
- Ask Vaultime can read this field: on by default. Turn it off for something like a pay rate: Ask Vaultime then never names the field or shows its values. Exports and payroll still use it.
- Save.
Drag the handle to put fields in order; that's the order everywhere. Archive hides a field and keeps its values. A field's type can't change once it has values: make a new one instead.
Don't keep tax file numbers, bank details or health information in fields. Vaultime has no reason to hold them, and in some countries collecting them is restricted.
Example: Harbour Café's payroll needs a 6-digit employee number. Priya adds Employee ID on People: Text, Digits only, Max length 6, Unique and Ask when inviting. Nobody can now be invited without one, and E-104 is refused because it isn't digits.