Custom Fields Basics 🧩

Custom fields let you define your own piece of information to track about the people in your business, anything that isn't already covered by one of Canyou's built-in profile fields.

Once you create a field, it can be updated from more than one place, and the most recent update always wins:

• Set directly on a person's profile
• Collected through a workflow question, so submitting a form updates their record with no double entry

Either way, the value lives on the person's profile and can be used to search or filter your Users page.

For example, say you need to track each person's uniform size. Create the field once, and from then on it's visible on their profile, fillable through a workflow if you want, and ready to use as a filter when you're ordering uniforms for a team.

When you create a field, you choose:

• Type: plain text, a fixed set of choices (single or multi-select), a number, or a date
• Who can edit it: admins, the person themselves, or both
• Search and/or filter: search lets people find someone by typing a value; filter lets people narrow the Users list by selecting from that field's options

Built-in fields#

Canyou also adds some fields for you when you use an integration such as Xero, Deputy, MYOB or Cloud Payroll. They appear on the Custom fields page under Built in once you've synced a user to that integration.

• [Integration] employee ID - the record this user is linked to in that system, for example Xero employee ID. Admins can change it on the user's profile if a user is linked to the wrong record.
• [Integration] last synced - when this user was last synced to that system, for example Xero last synced. Canyou fills this in every time you sync.

Canyou keeps these fields up to date, so you can't rename or delete them. Click one to see its details. For a last synced field you can switch on Show as a filter on the users page, then use it in More filters to find users who haven't been synced recently.

The following page walks through setting one up end to end. Custom fields launched in September 2026.

NextCreating and using a custom field→