Custom profile fields let you capture extra information about your users, such as their department or location, which you can then use for segmentation and reporting. To learn what they're for, see What are custom profile fields?
Step-by-step instructions
Go to Settings.
In the USERS section, click User profile fields.
You'll see ten fields you can use. To turn one on, tick its check box.
Fill out custom field information:
Type in the name of the field, e.g. Department.
Click the arrow on the Type box to show the list, and select the type:
Text input allows users to enter free text.
Select list limits the user to a predefined list. Type the predefined list in the box below.
Select the Required check box to make this field mandatory for all users to complete.
Select the Hidden from users check box to make this field accessible only to admins.
Scroll to the bottom of the page and click Save Changes.
Tip: If you'll use this field to build an organisational segment, we recommend giving users a predefined Select list to choose from. This keeps entries consistent and avoids issues with case or typos — for example, "HR", "hr", and "Human Resources" would be treated as three separate values, which causes confusion and complicates future management.
Note: Custom profile fields set as Required are checked at login. If they're blank, the user must enter the required information before they can continue to the LMS and access their training.
Interactive walkthrough
FAQ
What user profile fields are recommended and not recommended to add?
What user profile fields are recommended and not recommended to add?
The fields depend on your organisation's structure and size. We recommend focusing on fields that simplify user management by grouping users into segments. Commonly used fields include Department and Location.
Don't use custom profile fields to collect special category data (such as health, equality, or personal identification information like national insurance numbers).
How many custom fields can be added?
How many custom fields can be added?
Up to 10 custom fields.
How do I remove a field I no longer need?
How do I remove a field I no longer need?
You can disable it, but be aware this permanently deletes the associated user data. See How do I disable a custom profile field?
I've added a custom field. How do I populate it for users who are already set up?
I've added a custom field. How do I populate it for users who are already set up?
If it's essential to update this field for all users immediately, an admin can do so via bulk editing. See How do I edit users in bulk?
Alternatively, you can prompt your users to update the information themselves. When they next log in, they'll be asked to fill in any missing details. Note that if the field was marked "Hidden from users", users won't see it and won't be able to fill it out.