Feature Spotlight: Employee Custom Fields

Feature Spotlight: Employee Custom Fields

The next topic in the Community Learning Series focuses on custom fields and how to use them in various scenarios.
 
Think about what happens when a new employee joins your organization. Their information is immediately fed into the HR and payroll system, which is set up to collect certain types of employee information automatically. Here's how a typical employee profile looks in Zoho Payroll. The system automatically collects certain types of information, organized into Basic, Personal, and Payment categories.

Employee information

What are custom fields?

Employee custom fields can help collect any additional information about the employees that is not mandated in the payroll system. There are various instances where it's helpful to collect additional PII on top of the data collected automatically with Zoho Payroll (such as Aadhar card details, emergency contact info or blood group). Once the custom fields are created, the information they collect will be automatically available under Personal Information > Other Details in the employee’s profile.

How to create custom fields

Here's an example. Follow the steps below to create a new custom field called Aadhar card no. 

  • In Zoho Payroll, go to Settings -> Preferences -> Employee Custom field 
  • Click Create New
  • Create a new field called Aadhar card no
  • Choose the data type called Number 
  • Provide Help Text for reference
    (In this case, the number of digits of the Aadhar card number can be indicated in the help text like this: "1234-1234-1234") 
  • Choose whether to encrypt the information 
    (This ensures only users with access can view this information) 
  • Choose whether to make the field mandatory and whether it will be available within the ESS portal 
  • Click Save 

The status of the field created will be Active. The field can be made inactive, edited, or even deleted at any point. 

Custom Field creation

Where to view this information

The data collected by this field will be available within the Employee module, under Personal information. A new section called Other information will be created where all the custom fields you create will appear automatically. 

Custom fields
You can refer to our help docs for a detailed explanation of how to create and set up your custom fields.

Adding custom field information with a large employee count

Entering custom field data manually when there are hundreds of employees on your payroll can get hectic. This is where Zoho Payroll's import functionality helps, by letting you add details for all of your employees in one go. 

Here's how to add the Aadhar card information for a payroll process with many employees: 

  • In the employee import file, add a new column called Aadhar card number
Note: In the absence of an employee import file, the file can be exported by going to Employee Module -> Export data -> Employee Personal Details, choosing Active employees and the file type of .xls or .csv, and clicking on Export. In the exported file, add the new column.

  • Add the Aadhar card information of all the employees under the column you created 
(Ensure that the employee data is mapped to the right employee ID in the import file)
  • Save the file and go to the employee module inside Zoho Payroll
  • Click Import Data and select Employee Personal Details 
  • Upload the import file
  • Map the custom field called Aadhar card no to the column in the import file called Aadhar card number 
  • Tick the checkbox below to save the preferences for the future 
  • Click Next to import the custom field data

Under the employee module, choose any employee. The Aadhar card details will automatically appear under the employee's personal details. 

Adding custom fields from Zoho People to Zoho Payroll

How do you add custom fields when the payroll system is integrated with the HR management tool Zoho People? It's pretty simple. 

Before going ahead, ensure that the integration between Zoho Payroll and Zoho People  is active. You can check by navigating to Integrations. The status of the Zoho People integration with Payroll should be Active.

Zoho People integration

Next, ensure that the custom field to be added to Zoho Payroll already exists in Zoho People. 

To add the Aadhar card information of all the employees within Zoho People to Zoho Payroll: 

  • Create a custom field called Aadhar card number inside Zoho Payroll using the steps in the first section of this post. 
    (Once that's complete, the data can be synced within the two platforms)
  • Go to Settings -> Integrations and click Zoho Apps 
  • Choose View details in Zoho People
  • Select Edit field mapping. The custom field created will appear under the section Other information
  • Now map the right field name within Zoho People with the corresponding custom field
    (In this example, Aadhar card number <----> Aadhar card no)
  • Click Save
  • Once complete, select the Instant sync option on top of the window

Employee Custom Field sync between Zoho People and Zoho Payroll

A notification that the sync is complete will appear within a few seconds, showing that the custom fields have been mapped from Zoho People to Zoho Payroll successfully. As in the previous case, this information can be viewed for all the employees within the employee module.

Hope you found this post useful! If you have any questions about custom fields and their uses, let us know in the comment section below, or email us at support@zohopayroll.com and we will get back to you.

Until next time! 






      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ








                                ご検討中の方

                                  • Recent Topics

                                  • Cannot log in to IMAP account as of last night

                                    Hey I've been using MFA with an authenticator for a while and have had to use application passwords for Outlook and Edison Mail on my Android devices. Last night the app passwords started to be rejected on my Android devices so I created new ones for
                                  • Low Stock View

                                    We use the Low Stock view frequently as a guide to inform us when to reorder items, but the view is misleading because it does not take into account Purchase Orders that have already been raised. Unless you are aware and check item by item, this can lead
                                  • Improve History Feature in Zoho Inventory

                                    At present there is a "history" tab on Zoho Inventory Items, however this only shows a date and time stamp along with the users name. It doesn't say what was changed. What is the value of this if you can't see what was changed? My Ideal is to include
                                  • Payroll and BAS ( Australian tax report format )

                                    Hello , I am evaluating Zoho Books and I find the interface very intuitive and straight forward. My company is currently using Quickbooks Premier the Australian version. Before we can consider moving the service we would need to have the following addressed : 1.Payroll 2.BAS ( business activity statement ) for tax purposes 3.Some form of local backup and possible export of data to a widely accepted format. Regards Codrin Mitin
                                  • Show backordered items on packing slip

                                    We send out a lot of large orders, and often there are one or two things backordered. How can I fix the packing slips to show quantity ordered  & quantity packed There should also be the ability to "ship" 0 of an item so the receiver knows that things
                                  • Document | Files

                                    The vendor "Partial matches" still not fixed here after years of putting up with having to select most vendors manually ! ( again, the banking "Transaction rules" would solve a lot of these issues ) Some unwanted, irrelevant pdf's also arrive. It would
                                  • books+POS+ tap to pay+ stripe

                                    So in the UK we now have tap to pay with stripe. So we can use the stripe app as a POS terminal. Brilliant news. Can we hope that the Books App might add this feature ASAP. It would be great to have one system rather than using the not very good Square
                                  • Canvas Form View - Client Script Page on load - Url params not working

                                    We have a custom module with a canvas page for form view. We have a button in Customers module to open this canvas page using invokeurl function. We send few parameters as in the URL as query parameters. https://crm.zoho.in/crm/orgxxxxxxxx/tab/CustomModule12/create/canvas/64333200000261xxxx?layoutId=643332000002605001&c=${Customers.Customer
                                  • Sending Recruit SMS's to Zoho Cliq - Or tracking in the Messages module in Recruit?

                                    Is there any way to send SMS Gateway messages in Recruit to ZOho Cliq? We use 2-way SMS massages a lot in Zoho Recruit to speed up communication with Candidates. However the only way to keep track of received SMS's is by keeping a look out for the Email
                                  • This mobile number has been marked spam. Please contact support.

                                    Hi Support, Can you tell me why number was marked as spam. I have having difficult to add my number as you keep requesting i must use it. My number is +63....163 Or is Zoho company excluding Philippines from their services?
                                  • Zohomail does not support additional fields in mailto links

                                    Hello, I set up Zohomail as default composer in Firefox according to manual here: https://www.zoho.com/mail/help/defaultcomposer.html#alink2 Later, I wanted to use this functionality to answer in a Linux mailing list thread using mailto link: mailto:xxxxx@kernel.org?In-Reply-To=%3C727o0521-q24p-s0qq-66n0-sn436rpqqr1p@example.com%3E&amp;Cc=xxxxx%example.org&amp;Subject=Re%3A%20%5BPATCH%20v2%28%29
                                  • Is it possible to set a customer context variable in Zobot

                                    Hi, I want to use a context variable to route users down different paths in my Zobot chat flow. I know I can do this when the user enters data. But I want to know if I can use a variable that is 'hard coded' on the card, that the user is unaware of. Use
                                  • Cannot change Blog Title

                                    There is nowhere to change the blog title. You can change the blog URL but that is making no difference to the text "Enter Your Post Title" am I missing something?
                                  • Pending Sales Order Reports

                                    Pending sale order report is available for any single customer, Individual report is available after 3-4 clicks but consolidated list is needed to know the status each item. please help me.
                                  • Kaizen #203 - Answering Your Questions | Handling API Limits and Error Responses

                                    Hi Everyone, Welcome back to yet another post in the Kaizen Series! We appreciate your keen participation in the 200th milestone celebration of the Kaizen series. We will continue to answer the queries we received through the feedback. When working with
                                  • How to verify website ownership with google search console

                                    Hi, I am having a free .in domain provided by Zoho I have created a website on it now I want to verify my ownership to google webmaster. Can you please help me how to do that.
                                  • Kaizen #89 - Color Coding using Client Script

                                    Hello everyone! Welcome back to another exciting Kaizen post. Today let us see how you can apply color codes to the List and Detail Pages of Zoho CRM using Client Script. Need for color code in Zoho CRM When you mark things with different colors as a
                                  • "SPF record exceed the allowed limit of 10"

                                    Hi, I was wondering if there were a "universal Zoho SPF record" that would allow all my configured Zoho services that email things to meet this limitation ? or do I have to have an entry for mail, com, billing, etc?
                                  • Zoho Mail android app update: Block & reject future emails, Report phishing, Spam alerts, Suspicious URL detection

                                    Hello everyone! In the most recent Zoho Mail Android app update, we have brought in support for the following features: Block & reject future emails Report Phishing Spam alerts in the mail details screen. Suspicious URL detection. Block & reject future
                                  • What is Resolution Time in Business Hours

                                    HI, What is the formula used to find the total time spent by an agent on a particular ticket? How is Resolution Time in Business Hours calculated in Zohodesk? As we need to find out the time spent on the ticket's solution by an agent we seek your assistance
                                  • Animated GIF Images in Chat

                                    I know this seems to be a small feature request but in a recent Cliq update Zoho disabled autoplay for animated GIFs posted in Cliq conversations. We think this was not a good change. In our organization, animated GIFs in a chat play a role in expressing
                                  • I can't seem to login in to Mail Apps of MacOS /IOS

                                    Hi, i'm having trouble in signing in to mail apps from IOS. It's always come back to wrong passwords. But i already changed my password like 3 times. But still it says wrong credentials
                                  • Profile Image Showing Incorrectly in Zoho Mail

                                    Hi everyone, I’m facing a serious issue with Zoho Mail. The profile image showing for my email address is incorrect — it’s not my image. When I send an email to my Gmail account, it displays someone else’s image. This looks very suspicious and can make
                                  • I need access to my old email

                                    I need access to my old email bromzeman@zoho.com to verify it for forwarding. I can’t access the inbox to get the confirmation code. Please assist with recovery or forwarding. as you might already know, they made alot of the email addresses to have that
                                  • Set Defaults for Email Groups

                                    Is there a way to set defaults for all of the groups that I establish as a moderator? For example, I want every group I establish to have the following settings: 1. Moderator is <user> 2. User is <user>, <user> 3. Notifications for new group turned
                                  • LOGS FOR RECEIVED MAIL ( READ DATE & TIME)

                                    In Zoho mail we can extract the read logs of received mails so that we can see when we have read the mail and at what time & we have read it.
                                  • Domain verification probem

                                    Hello, i use a domain from Namecheap with hosting from Cinfu when i try to verify my domain on zoho i get "TXT Verification failure" i even tried the HTML verification and the code appears but also giving me the verification failure error.
                                  • Switching to Cloudflare email routing from Zoho Mail

                                    Hello, I'm currently working on migrating from Zoho Mail to Cloudflare's email routing solution. This requires changing MX and TXT records for our custom domain - when we do this, will our users still be able to log into their accounts and access an archived
                                  • Un Subscription Button

                                    How can i Add the Un Subscription Button in Zoho mail
                                  • Documents unable view and need to downlad

                                    I can't view .doc files in Zoho mail unless I download them, but I can view PDF files without downloading.
                                  • we encountered a problem while sending your email. please try again later.

                                  • Adding and removing people from groups

                                    We're having problems adding people to a group. Apparently Zoho has one email address and will not recognize a different email address.
                                  • MAIL SEARCH IS NOT WORKING

                                    THIS ISSUE HAS BEEN BUGGING ME SINCE MORNING, PLEASE RESOLVE THIS AT THE EARLIEST
                                  • URL Parameter on Help Center SIgn in link

                                    Is it possible to add a url parameter to the sign in link on the Help Center?
                                  • migrating from HelpScout

                                    I am attempting to import a conversation file from helpscout into desk and am receiving size errors. What is the current file size restriction. Does anyone have any tips for a successful migration?
                                  • Layout Rules Don't Apply To Blueprints

                                    Hi Zoho the conditional layout rules for fields and making fields required don't work well with with Blueprints if those same fields are called DURING a Blueprint. Example. I have field A that is used in layout rule. If value of field A is "1" it is supposed to show and make required field B. If the value to field A is "2" it is supposed to show and make required field C. Now I have a Blueprint that says when last stage moves to "Closed," during the transition, the agent must fill out field A. Now
                                  • Article Name Sorting in Zoho Desk Knowledge Base (agent / admin side)

                                    Dear Zoho Desk Support, We are writing to request an enhancement to the Knowledge Base management feature within Zoho Desk. Currently, there is no option to sort articles by their name, which significantly hinders efficient article management, especially
                                  • How to parse JSON data with SQL in Zoho Analytics?

                                    Hi all, I have a column with JSON data. I want to show this column in a chart, but it is very messy, and no JSON parsing function is supported on Zoho Analytics. data example: {"id": 5, "status": "false", "date": "15/10/22"} what I want to do in SQL is
                                  • Ability to turn off "Would you like this amount to be reflected in the Payment field?" message

                                    Team, Is there any way to turn off the message" Would you like this amount to be reflected in the Payment field?" when I make a payment? This is so annoying. This happens EVERY TIME I put an amount in the Payment Made field.
                                  • Add an Equation Field (Or update the Formula Field)

                                    Hi, I would like to be able to have one field as a Text Field with QR Code, and then have multiple Equation/Formula Fields that then take parts of that fields data with LEFT, MID, RIGHT, REGEX, etc. Thanks Dan
                                  • Next Page