Custom fields

Storing additional data is possible with custom fields. A custom field is a single select field which you can give a custom name and fill with custom options. By using custom fields, you can customize a time entry so that it fits your domain stores your desired additional data. In the App settings, go to Time management to alter custom fields. You can create up to 6 custom fields. A custom field can have an unlimited amount of options. The amount of options does impact performance.

Custom fields can be marked as required, which also gives you the option to mark an option as the default option. It will prefill in this value when creating time entries. Each option has a colored label, and can be marked as billable or non-billable.

Create a custom field and options

1. At the bottom of the template, click on + Custom field.

2. Fill in the field name. If necessary, also change its API reference.

3. Click on Create field.

4. The details of the field should open.

5. Click on the toggle to make the field required.

6. When a custom field is required, you can select a default option using the dropdown.

7. If you made changes, click on Save changes.

You can either go back using the back button on the top left, or add custom field options from here.

Changes made to the field itself requires the Save changes button. Changes to its options save automatically.

A default option must be visible to everybody. If an option is restricted to specific teams, it can’t be used as the default option.

Add custom field options

Custom field options can be added to a custom field by hand, or using a CSV import. If a custom field is required, you can set a default value using the select on the left. Don't forget to save your changes.

Manual

1. If you are already in the custom field's details, go to step 3. Otherwise, click on the three dots next to the custom field.

2. Click on Edit.

3. Click the Add options button.

4. A modal will open to create a new option.

5. Enter the name of the option.

6. (Optional) Adjust the label color to improve visual clarity.

7. (Optional) Enable the billable toggle to mark the option as billable. Learn more about billable hours →
8. Choose under Access whether the option should be available to everyone or only to specific teams.

9. Click Add option to save the new option to the field.

CSV import

1. If you are already in the custom field's details, go to step 3. Otherwise, click on the three dots next to the custom field.

2. Click on Edit.

3. Click on CSV import.

4. Either drag and drop a file, or upload a file by clicking on Browse files.

5. If necessary, update the separator and whether the first row is a header.

6. Click on Next.

7. Check if the list of options is correct.

8. Click on Import options.

9. When the import has finished, click on Done.

When setting access restrictions on custom field options, make sure that every user either sees at least one option available to everyone, or is part of a team that has access to one or more options. If a user has no visible options and the field is required, this can cause an error when submitting a time entry

Edit a custom field

1. Click on the three dots next to the custom field.

2. Click on Edit.

3. Use the inline edit inputs to change the name, API reference and whether a custom field should be required or not.

4. When a custom field is required, you can select a default option using the dropdown.

5. Click on Save changes

Changes made to the custom field option name and color will apply to all time entries that use the custom field. After making a custom field option billable, from that moment on, billable hours have to be filled in for every new time entry, and when you edit an existing time entry with that custom field.

Edit custom field options

1. Click on the three dots next to the custom field.

2. Click on Edit.

3. Use inline editing in the table to:

   1. Change the label color

   2. Edit the name of the option

   3. Mark the option as billable or non-billable

   4. Adjust the access settings to limit visibility to specific teams or to everybody.

You can also click the three dots next to a custom field option and click on Edit to make changes in the modal.

Archive a custom field

1. Click on the three dots next to the custom field.

2. Click on Archive.

This will archive the custom field including all its options. Restoring it will unarchive the field, including the options.

Archive a custom field option

1. Click on the three dots next to the custom field.

2. Click on Edit.

3. Click on the three dots next to the custom field option.

4. Click on Archive.

Archived custom field options are removed from the select in the time entry forms, but are still visible on existing time entries with that custom field. Changes can still be made to the time entry, but you can't use bulk actions on them.

Restore an archived custom field or option

How to restore a custom field or a custom field option can be found in the archive page. Learn more about the archive ➜