Setting up the right Profile Fields and Templates is important to help your team scale efficiently, ensuring you're always collecting the right information from the right people.
Check out this 2 minute Profile Setup walkthrough to get you started:
How to Edit Profile Fields
As an Admin or Super Admin, you can view Profile Fields or create new Profile Fields in the Admin section under Profile Setup.
To customize what fields of data you collect from your team, start by adding what general Fields you need (All Fields) and what specific Job Details you'd like to track (All Job Details). Once you have those foundations built, you can then create Profile Templates to make gathering information from team members a simple and repeatable process!
Sapling has 4 categories of data Fields that are stored on every team member profile - Public Information, Personal Information, Private Information, and Additional Information.
- Public Information - these fields are shown on the team member's profile, and are visible to all team members.
- Personal Information - these fields are not shown on the team member's profile, and are managed by admins or super admins.
- Private Information - these fields contain confidential information that is restricted to certain permission groups.
- Additional Fields - these fields can be anything collected or maintained as part of your team member's information.
To create a new profile field, navigate to one of the 4 sections and select “New Field”. Add the field name, who needs to input this information, a description and the type of field it is.
You are able to have different types of fields depending on the format of the information you want to collect. You can select numbers, monetary values, long text fields and other types. Long text fields are limited to 2000 characters and will set the limit when integrating other tools.
The Job Details tab is where you can store, edit, and track custom data within a team member's profile.
There are two types of data that are stored in Job Details: Timeline Tables and Structured Tables.
- Timeline tables are driven by dates and store information in chronological order. Timeline tables have an effective date (for example: tracking compensation shifts over time).
- Standard Tables are used to track static information. It’s a snapshot of information, where the timeline and effective date don’t matter (for example: tracking hardware information like laptop serial number).
To create a new custom table, click "New Table" and select if it's a Timeline or Structured table.
Use the "Add Column" button to add what data you'd like to track, and from whom.
Add as many columns as you need to track the exact information you need from your team.
- Examples of other types of information that can be stored in Custom Tables: Stock Options, Bonuses, Performance Review, Blood Types, Visa status, etc.
- Data can be updated from three sources: By users with Edit permissions, through integrations, or through data migration (CSV uploads). When data is updated, the column "changed by" shows who updated the data.
- You can set a single person, a manager, or group of people to approve changes to your job detail tab. For example: all salary increases must go through Bob, the Head of Accounting, as well as a manager.
- You can set an expiration date for the request if it doesnt get approved/denied within 7 days, it will expire
Profile Templates allow you to pick and choose what Fields and Job Details should be collected from your team members based on their Location, Department, and Employment Status.
You can create Profile Templates associated with any employee lifecycle event (Onboarding, Offboarding, Relation, Promotion, or Other).
To create a new template, click the "New Template" button, select a name and what Location/Department/Status the template applies to.
To add a Field to a Template, click "Add Fields" and select from the dropdown what you'd like to be part of the template.
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 a report on these fields, check out our help article on Reporting in Sapling.