Skip to main content

Custom Fields & Templates

Custom fields and templates allow you to tailor Sequifi to your company's specific needs, adding extra data points to track and creating standardized formats for documents and imports.

When to Use This

  • You need to track information that isn't included in Sequifi's standard fields

  • You want to add custom columns to payroll for special payments or deductions

  • You need to create templates for importing sales data

  • You want to customize what information is collected during onboarding

  • Your company has unique data requirements that standard fields don't cover

Who Can Manage Custom Fields & Templates

Managing custom fields and templates requires admin-level access. These settings affect how data is collected and displayed throughout the system.

Types of Customization

Sequifi offers several types of customization:

Custom Payroll Fields Add extra columns to payroll for tracking things like travel expenses, bonuses, or special deductions.

Import Templates Create mappings for importing sales data from Excel files, matching your data columns to Sequifi fields.

Custom Profile Fields Add extra fields to user profiles for tracking additional information about your team.

Document Templates Customize offer letters and agreements with your company's specific terms and branding.

Custom Payroll Fields

Custom payroll fields add extra columns to your payroll view for tracking payments or deductions that aren't covered by standard fields.

When to Use Custom Payroll Fields

  • Tracking travel expenses or reimbursements

  • Adding special bonuses outside normal commission structures

  • Recording deductions for equipment, advances, or other items

  • Tracking any payment category specific to your business

Creating a Custom Payroll Field

  1. Make sure you're in admin view.

  2. Go to "Settings" in the left-hand menu.

  3. Find "Custom Payroll Fields" in the setup tabs.

  4. Click on it to access the settings.

  5. Click the pencil icon or "Edit" to add a new field.

  6. Enter the field name. Choose something clear and descriptive:

    • "Travel Expenses"

    • "Equipment Deduction"

    • "Referral Bonus"

    • "Gas Reimbursement"

  7. Select the worker type. Choose who this field applies to:

    • Contractor (1099 workers)

    • Employee (W-2 workers)

    • Both

  8. Click "Save."

  9. Verify the new field appears in your list.

Using Custom Payroll Fields

Once created, custom fields appear in payroll:

  1. Go to "Payroll" in the left-hand menu.

  2. Find a rep in the payroll list.

  3. Look for your custom field column. It appears alongside standard columns like commissions and overrides.

  4. Double-click in the field to enter a value.

    • Enter positive amounts for payments (e.g., 100 for $100 bonus)

    • Enter negative amounts for deductions (e.g., -50 for $50 deduction)

  5. Add a comment explaining the entry. This helps with record-keeping.

  6. The amount is included in the rep's total pay.

Managing Custom Payroll Fields

To edit a field:

  1. Go to Custom Payroll Fields settings.

  2. Find the field you want to edit.

  3. Click to edit and make changes.

  4. Save your updates.

To delete a field:

  1. Go to Custom Payroll Fields settings.

  2. Find the field you want to remove.

  3. Click the delete option.

  4. Confirm deletion.

Note: Deleting a field removes it from future payrolls but doesn't affect historical data.

Import Templates

Import templates define how data from Excel files maps to Sequifi fields when you import sales records.

When to Use Import Templates

  • You receive sales data from external sources (dealers, partners, CRMs)

  • You need to bulk import historical sales

  • Your data comes in a specific format that needs mapping

  • You regularly import data and want a consistent process

Understanding Import Mapping

When you import an Excel file, Sequifi needs to know:

  • Which column contains the customer name

  • Which column has the sale amount

  • Which column shows the sales rep

  • And so on for all relevant data

Import templates save this mapping so you don't have to set it up every time.

Creating an Import Template

  1. Go to "Reports" in the left-hand menu.

  2. Click on "Sales."

  3. Find the import options in the customer info section.

  4. Click "Import" to access import settings.

  5. Look for "Create New Template" or similar option.

  6. Enter a template name. Use something descriptive:

    • "EPC Dealer Import"

    • "CRM Export Format"

    • "Partner Sales Template"

  7. Map your columns. For each Sequifi field, select which column in your Excel file contains that data:

    • PID Number → Column A

    • Customer Name → Column B

    • Sale Amount → Column C

    • Sales Rep → Column D

    • And so on

  8. Save the template.

Using an Import Template

  1. Go to Reports, then Sales.

  2. Click "Import."

  3. Select your saved template.

  4. Choose the Excel file to import.

  5. Click "Upload."

  6. Review the imported data. Verify records imported correctly.

  7. Address any errors. The system flags records that couldn't be imported.

Managing Import Templates

To view templates:

  1. Go to the import section.

  2. Look for "Customizable Import Templates" or similar.

  3. Review your saved templates.

To edit a template:

  1. Find the template in your list.

  2. Click to edit.

  3. Adjust the column mappings.

  4. Save changes.

To delete a template:

  1. Find the template.

  2. Click the delete option.

  3. Confirm deletion.

Custom Profile Fields

Custom profile fields add extra information fields to user profiles.

When to Use Custom Profile Fields

  • Tracking vehicle information for reps

  • Recording housing status or arrangements

  • Capturing certifications or licenses

  • Storing any company-specific information about workers

Adding Custom Profile Fields

The process for adding profile fields varies by configuration. Generally:

  1. Access profile field settings in the admin area.

  2. Add a new field with:

    • Field name

    • Field type (text, dropdown, date, etc.)

    • Whether it's required or optional

    • Who can see and edit it

  3. Save the field.

  4. The field appears on user profiles.

Common Custom Profile Fields

  • Vehicle make and model

  • Housing type (single, married, family)

  • License numbers

  • Certification dates

  • Emergency contact relationship

  • T-shirt size (for company gear)

  • Start location preference

Document Templates

Document templates control the content and format of agreements and offer letters.

When to Customize Document Templates

  • Adding company-specific terms to agreements

  • Including state-specific disclosures

  • Customizing bonus or commission language

  • Adding special addendum documents

Accessing Document Templates

  1. Go to "Sequadox" in the left-hand menu. This is where document templates are managed.

  2. Review existing templates. See what offer letters and documents are configured.

  3. Click "View and Create" to access template options.

Customizing Offer Letter Documents

  1. Find the offer letter template you want to customize.

  2. Click "Edit."

  3. Modify the included documents:

    • Enable or disable specific documents

    • Mark documents as mandatory or optional

    • Add new documents to the package

  4. Save your changes.

Adding Custom Documents

If you have special agreements or addendums:

  1. Upload the document to Sequadox.

  2. Configure it for use in offers.

  3. Add it to the appropriate offer letter template.

  4. Set whether it's mandatory or optional.

Tips and Common Mistakes

  • Plan before creating. Think through what custom fields you actually need before adding them.

  • Use clear, descriptive names. Anyone should understand what a field is for by its name.

  • Don't over-customize. More fields mean more complexity. Only add what you truly need.

  • Test import templates. Before importing large batches, test with a small file to verify mappings work.

  • Document your customizations. Keep notes on what custom fields exist and how they should be used.

  • Review periodically. Remove custom fields that are no longer used to keep things clean.

  • Be consistent. Use custom fields the same way across all users and payrolls.

  • Consider reporting needs. Think about how custom data will be reported and analyzed.

Common Questions

Can I change a custom field after creating it? Yes, you can edit field names and settings. However, be careful changing fields that already have data.

Do custom payroll fields affect taxes? Custom payroll fields add to or subtract from pay, which may affect taxable income. Consult your accountant for specific tax implications.

Can I make a custom field required? For profile fields, yes. You can mark fields as required during onboarding or profile updates.

What happens to data if I delete a custom field? Historical data is typically preserved in records, but the field won't appear in future payrolls or profiles.

Can I have different import templates for different data sources? Yes, create separate templates for each data source or format you work with.

Who can see custom profile fields? This depends on your configuration. Some fields may be visible to everyone, while others are admin-only.

What to Do Next

Now that you understand custom fields and templates, explore these related topics:

  • Customizing Payroll Fields – Detailed payroll customization

  • Importing Sales Records – Using import templates

  • Creating Offer Letters – Document template customization

  • Reviewing Payroll – Using custom fields in payroll processing

If you have questions about custom fields and templates or need help with specific customizations, reach out to our support team and we'll be happy to assist!

Related Articles
Did this answer your question?