Employment and Employer Custom Fields let account administrators collect organization-specific information on employment records and employer records. These fields are managed from the Employment area of Account Settings and appear in the record type selected when the field is created.
📄 How It Works
Use Employment Custom Fields for information about a participant’s job placement, and use Employer Custom Fields for information about the employer organization.
Go to Account Settings.
Select Employment.
Select Add Custom Field.
Enter a Field Name.
Choose the Field Type.
Choose the Location: Employment or Employer.
If the field type is Select or Multi Select, add the available Options.
Select Create Field.
The Location determines where values are entered. Fields with Employment as the location appear on employment records. Fields with Employer as the location appear on employer records.
Choose the right structure before creating a field
Use the standard Employment Tracking records first, then add custom fields only when you need extra information that is not already captured by Equip.
Employer records are for the organization, business, workplace, or partner where participants work.
Employment records are for a participant’s specific job, internship, placement, or work experience with an employer.
Employer Custom Fields add extra details about the employer organization.
Employment Custom Fields add extra details about a participant’s specific employment record.
Custom fields add structured data to the appropriate record. They should not replace the core Employer and Employment records that reports use to connect participants, employers, contacts, dates, pay, and status.
🔐 Access and Permissions
Creating and managing fields — Employment and Employer Custom Fields are configured from Account Settings → Employment. Users need access to manage account settings to create, edit, reorder, or delete these field definitions.
Entering employment values — Staff with permission to create or edit employment records can enter values for existing Employment Custom Fields.
Entering employer values — Staff with permission to create or edit employer records can enter values for existing Employer Custom Fields.
Important distinction — Employment module access does not automatically mean a user can manage the custom field definitions in Account Settings.
⚙️ Field Types
Choose the field type based on how staff should enter the value and how your team wants to review it later.
Text — Use for open-ended information such as notes, IDs, short descriptions, or details that do not need a fixed list of choices.
Number — Use for numeric values that may need to be compared, filtered, or reviewed as numbers, such as hours, scores, counts, or rates.
Date — Use for date-based tracking, such as review dates, follow-up dates, expiration dates, or verification dates.
True/False — Use for yes/no tracking, such as whether a requirement is complete or whether a condition applies.
Select — Use when staff should choose one value from a controlled list. This keeps reporting cleaner than free text when only one answer should apply.
Multi Select — Use when more than one value can apply at the same time.
📍 Where Fields Are Found
Account Settings → Employment — Create, edit, reorder, or delete Employment and Employer Custom Fields.
Employment records — Fields with Location set to Employment appear when creating or editing an employment record and display in the employment details view when a value has been saved.
Employer records — Fields with Location set to Employer appear when creating or editing an employer and display on the employer details page when a value has been saved.
Employment reports — Custom fields can appear as additional report columns depending on the field location. Employment Custom Fields appear with employment-record exports, while Employer Custom Fields appear with employer-record exports.
✅ Benefits
More useful employment records — Track placement details that are specific to your organization.
Better employer documentation — Store employer-specific context directly on employer records.
Cleaner reporting — Use structured fields to filter and review employment data.
Central setup — Manage employment-related field definitions from one place in Account Settings.
💡 Best Practices
Before creating a custom field, confirm that the information is not already captured by a standard Employer or Employment field.
Use Employment for data that changes by participant job placement, such as work schedule details, placement-specific notes, or details that could be different for each participant’s job.
Use Employer for data that belongs to the employer organization, such as partner type, required documentation, region, contract information, or other organization-level details.
Use Select or Multi Select when staff should choose from standardized values. Use Select when only one value should apply, and Multi Select when several values can apply.
Review fields before deleting them. Deleting a custom field removes the data collected for that field.
❓ FAQs
Where do I create Employment or Employer Custom Fields?
Go to Account Settings → Employment, then select Add Custom Field.
What is the difference between Employment and Employer location?
Employment fields are saved on a participant’s employment record. Employer fields are saved on the employer organization record.
Can I change a field from Employment to Employer later?
Choose the correct Location when creating the field. The record type a field belongs to is set at creation.
How do I decide whether to use a custom field?
Use a custom field when your team needs to collect extra structured information that is not already part of the standard Employer or Employment record. If you need to connect a participant to a workplace, job, supervisor, dates, pay, status, or employer-level reporting, use the standard Employment Tracking workflow first.
How do custom fields appear in reports?
Custom fields can appear as additional columns in related exports. Employer Custom Fields are tied to employer records, and Employment Custom Fields are tied to participant employment records.
Why do I not see the Employment settings option?
The Employment option appears when Employment Tracking is enabled for the account and the user has permission to manage account settings.
What happens when I delete a field?
Deleting a field removes the field and the data collected for that field. This cannot be undone.
Related Articles
Introduction to Employment Tracking
Employment Details Report
Employer Details Report