Employers and Employment work together to help your team track where participants work and the details of each participant’s job. Employers stores shared information about an employer partner, while Employment stores a specific participant’s job with that employer.
You do not need to enter the same employer information twice. Create the employer once, then select that employer when adding employment records to participant profiles.
📄 How It Works
Employers is the tab in the left-hand navigation. Use it to manage employer partner records, such as the employer name, website, business phone, business email, address, description, contacts, categories, and employer-level custom fields.
Employment appears on a participant profile. Use it to track that participant’s specific job details, such as employer, start date, end date, employment type, hourly pay, job title, job duties, benefits, supervisor, and employment-level custom fields.
When you create a participant’s employment record, you select an existing Employer. That connects the participant’s job history to the shared employer record.
⚙️ Custom Fields for Employers and Employment
Custom fields can be used on both Employer records and Employment records. The difference is where the information belongs.
Employer custom fields are for information about the employer organization itself. Examples might include employer type, partnership status, preferred contact method, hiring requirements, or other details your team tracks about that employer.
Employment custom fields are for information about a participant’s specific job with an employer. Examples might include transportation needs, accommodation notes, job coach involvement, funding source, placement type, or other details that can differ from participant to participant.
A custom field on an Employer does not need to be entered again on every participant’s Employment record. Add the shared employer details once, then use employment fields only for participant-specific job details.
✅ Benefits
Enter employer details once — store the employer’s business information and employer-level custom fields in one shared place.
Track participant-specific job details separately — each participant can have their own job title, start date, hourly pay, supervisor, employment custom fields, and other employment information.
Keep records connected — employment records link back to the employer, so your team can see which participants are connected to each employer.
Reduce duplicate data entry — teams do not need to recreate the same employer or re-enter the same employer-level custom field values every time a participant works there.
⚙️ When to Use Each Area
Use Employers when you need to add or update information about the business or organization itself.
Use Employment on the participant profile when you need to add or update that participant’s specific job information.
Use Add Employer when the employer partner does not already exist.
Use New Employment when you are adding a job record for a participant.
💡 Best Practices
Before adding a new employer, search the Employers page to make sure the employer has not already been created.
Keep employer-level details, such as business contact information, address, partnership details, and employer custom fields, on the Employer record.
Keep participant-specific details, such as job title, pay, start date, duties, benefits, supervisor, and employment custom fields, on the participant’s Employment record.
If your account uses custom fields, choose the correct location for each field in Account Settings: employer-level fields belong on Employer, and participant job fields belong on Employment.
❓ FAQs
Do I have to enter employer information again for every participant?
No. Create the employer once in Employers, then select that employer when adding Employment to a participant profile.
Do employer custom fields have to be filled out again for each participant?
No. Employer custom fields belong to the shared Employer record. Use Employment custom fields only when the information is specific to that participant’s job.
What is the difference between Employers and Employment?
Employers stores information about the employer partner. Employment stores a participant’s job details with that employer.
Where should I update an employer’s phone number, website, address, or employer custom fields?
Update that information on the Employer record from the Employers page.
Where should I update a participant’s job title, pay, start date, or employment custom fields?
Update that information in Employment on the participant profile.
Can multiple participants be connected to the same employer?
Yes. Multiple participant employment records can link to the same employer.