Custom Fields & Reporting

Custom fields let you collect organization-specific information from travelers beyond standard travel details. Use this data for reporting, compliance, and policy enforcement.

Field Types Available

Standard Field Types

Setting Up Custom Fields

Access Custom Fields

1. Go to Settings in your admin dashboard
2. Select Custom Fields from the menu

Creating a New Field

Click “Add Field” and configure:

Basic Information

• Name: The label users will see (e.g., “Department”, “Employee ID”)
• Description: Optional explanation of what the field is for

Collection Settings

When should this field be collected?

• Invitation: Coordinator fills this out when inviting travelers
• Onboarding: Traveler fills this out when they first sign in

How often should this field be collected?

• Once per invite: Field is specific to each invitation
• Once per user: Field is stored on the traveler’s profile

When should this field be shown?

• Always: Field appears for all travelers
• Conditionally: Field only appears when certain conditions are met

Field Configuration

For Single Select and Multi-Select:

1. Click “Add Option” to create choices
2. Set the Value (used internally for policies and reporting)
3. Set the Label (what users see - can be different from value)

For File Upload:

• Supports common file formats: images (PNG, JPEG, WebP, GIF), documents (PDF, Word, Excel), text files, and archives
• Maximum file size: 25MB
• Files are securely stored and accessible via signed URLs
• Previously uploaded files can be viewed and replaced

External ID: Optional identifier for integrations

Managing Existing Fields

Using Custom Fields in Forms

Once configured, custom fields appear in the appropriate forms:

• Invitation fields show up when coordinators create invitations
• Onboarding fields appear when travelers first sign in
• Conditional fields only display when their conditions are met

Setting Up Conditional Fields

For fields set to show “Conditionally,” define when they appear:

1. Select the custom field that should trigger the condition
2. Choose the condition (equals, not equals, contains, etc.)
3. Set the value that triggers the field to show
4. Save the condition

Example: Show “Medical License Number” only when “Professional Type” equals “Physician”

Using Fields in Policies

Custom field values can drive policy decisions:

1. When creating or editing policies, custom fields appear as condition options
2. Select the custom field you want to use
3. Set the condition logic (equals, greater than, etc.)
4. Define what happens when the condition is met

Example: Apply different expense limits based on department or role.

Reporting with Custom Fields

Custom field data appears in:

• Trip reports - All custom field values included
• Expense reports - Fields associated with travelers and invitations
• Reconciliation reports - For booking transactions to your financial system

Best Practices

Field Design

• Keep names clear and concise - Users should immediately understand what to enter
• Use descriptions sparingly - Only when the field name isn’t self-explanatory
• Limit required fields - Only make fields required if the information is essential

Data Quality

• Prefer dropdowns - Reduces errors and inconsistencies
• Provide examples - Show format for fields like employee IDs
• Test with real users - Ensure fields make sense to actual travelers

Troubleshooting

Common Issues

Field not appearing in forms

• Check that it’s enabled and not set to conditional
• Verify the entry point matches where you expect to see it
• Ensure any conditional logic is set up correctly

Data not appearing in reports

• Ensure the field was collected before the trips you’re reporting on
• Check that the field is marked as active
• Verify report date ranges include when the data was collected

For assistance with custom field setup or troubleshooting, contact your account manager or use Scout AI support in your dashboard.