Skip to main content

User fields

Navigate: Menu > System > User fields

User fields define the data fields users can have in the LMS, including labels, allowed values, editing rules, display rules, and usage in assignments or search.

info

User field settings affect user profiles, imports, reports, assignments, advanced search, manager views, and the learner portal.

In this section​

  • User fields list – review defined user fields and open a field for editing.
  • Add a user field – create a new field and optionally define an undefined imported field.
  • General information tab – manage labels, data type, editing, constraints, display, usage, and sensitivity.
  • Values tab – manage allowed values for fields that use predefined values.

User Fields List​

The User fields table shows columns such as Name, Label, Predefined, Sensitive, Description, and Updated.

The page includes:

  • Hidden fields – includes or excludes hidden fields in the list.
  • Add – creates a new user field.

Predefined user fields are managed by the LMS and cannot be edited from the admin panel.

Add A User Field​

When adding a user field, define:

  • Name in snake_case – the technical field name, such as business_unit.
  • Label for user interfaces – the label shown in user-facing and admin-facing interfaces.
  • Short description – the description shown in the user fields list.
  • Description – additional field description.
  • Permission labels – labels used for administrator access control.

The page also shows Existing undefined fields. These are fields found in user data but not yet defined in User fields. To define one of them, create a new user field with the same field name.

General Information Tab​

The General information tab contains several sections.

General​

The General section includes Name in snake_case, Label for user interfaces, Short description, Description, Priority, Column priority, and Permission labels.

Value Options​

The Value options section includes:

  • Data type – string, email, integer, boolean true/false, boolean 1/0, boolean Yes/No, or ISO8601 date.
  • Predefined values – whether values are not predefined, partly predefined while allowing additional values, or fully predefined.

Editing Options​

The Editing options section controls where values for the field can be changed:

  • Editable via user profile – users or administrators can edit the field from the user profile when the field is shown there.
  • Editable via import (Excel) – Excel user imports can update the field.
  • Editable via import (integration) – integrations can update the field.

Constraints​

The Constraints section includes Permit undefined values, Required when editing via user profile, Required when editing via import (Excel), and Required when editing via import (integration).

Display Options​

The Display options section controls where the field is visible:

  • Display in reports – makes the field available in report output and report field selection.
  • Display in user profile overview – shows the field in the profile overview.
  • Display in user profile details – shows the field in profile details.
  • Display in Learn Portal – shows the field in the learner portal where profile fields are shown.
  • Display as a column in users lists – makes the field available as a users-list column.
  • Display as a column in Manager View – makes the field available in manager-facing user lists.
  • Allow access for technical purposes – can appear for fields that allow technical access.

Usage Options​

The Usage options section controls whether the field can be used for targeting and search:

  • Allow using in assignments – makes the field available in assignment and filtering rules.
  • Allow using in advanced search – makes the field available in advanced user search.

Miscellaneous Options​

The Miscellaneous options section includes:

  • Sensitive (only accessible with special permission) – restricts access to the field.
  • Private (not accessible regardless of other options) – prevents access regardless of other display or usage settings.
  • Hidden (not displayed regardless of other options) – can appear for hidden fields.

Values Tab​

The Values tab appears when predefined values are used for a supported data type.

The Values table shows columns for Value and Label (optional). The tab also includes Bulk add values for adding several values at once.