How-To
How To: Custom Data Fields
Use custom fields to collect any additional information you need from travelers. You can add the fields to the user profile page, or collect the data during travel purchases. You may elect to include this data in reports. For example, on a per-profile basis, additional information might include: spouse name or employee ID. They can also be used, on a per-profile or per-purchase basis, to help track travel expenses - such as job code, cost center or reason for travel.
Custom data fields in the profile may be viewed by the Traveler, Travel Manager, Global Arrangers, eligible Arrangers and Agents. Custom data fields collected per purchase may be viewed by Travel Managers and Egencia agents, if you have elected to include them in reporting.
What Does "Locking" Custom Data Fields Do? What Are The Benefits?
Lockable custom data fields are filled in by a Travel Manager or Global Arranger. They are viewable – but unchangeable – by Arrangers and Travelers. Increasing data consistency on reports by limiting the changeable options means more standardized data. Lock in fixed information types efficiently, such as department codes
Who Can Create, Edit or View Lockable Custom Data Fields?
Only Travel Managers can create custom data fields, and only Travel Managers and Global Arrangers can edit them. (The Guest user role is not listed in the table below because guests do not have company site access.)
How to Set Up Custom Data Fields
From the homepage, go to Power Tools → Custom Data Fields. You will go to the main Custom Data Fields page.
Click Create new custom data field.
Here you will choose:
- A name for your new field, e.g. Cost Center or Regional Office
- Permissions: whether the field is either editable OR lockable (can't be both, must be one)
- Where the data is collected: in the user profile OR during travel purchase (can't be both, must be one)
- If the data will appear in reports
- If filling in the field is required
- If the field will always be hidden on Guest accounts