Free fields are those that appear in the individual file and allow you to add information. They are in the form of a field where free text can be entered.

Predefined fields are drop-down menus that appear in the individual file and allow you to add information by choosing from the menu.

You can consult the list of existing fields by clicking the SET UP > Customisable fields menu entry. The lower part of the screen lists the fields already created.

Create a new field

1.Click on to add a Field.

2.Enter a Description. This will be the name of the field that will be displayed in the individual file.

3.Enter an Abbreviation and a Description if necessary. In employee files, fields will be displayed in alphabetical order of the abbreviations entered here.

4.Tick Free field or Predefined field.

5.Activate the boxes corresponding to the employees for whom the free field will be displayed. In fact, certain employees may be displayed only in certain applications, for example an outside maintenance worker who must only get to the premises can be an Access Employee only.

a.Tick Visible in employee access files if the free field should appear in the Customisable fields tab of the individual file.

b.Tick Visible in visit management:

 Visit file if the free field should appear in visit files.

 Visitor file if the free field should appear in the Customisable fields tab of the visitor file.

c.Tick Visible in HR employee files if the free field should appear in the HR employee file.

6.For predefined fields, click on the button to add a value to the drop-down menu.The list of all values created represents all the choices available from the drop-down menu that will be displayed in the file. Clicking on a value then on the button allows you to delete it.

7.Click the Save button to save the new field.