Custom Fields for Certifications in Ontraccr

🧩 Custom Fields for Certifications in Ontraccr
 

While Ontraccr provides default fields for tracking certifications (e.g., type, dates, issuer, and file), you may want to collect additional, business-specific data — such as certificate numbers, training providers, or renewal notes. Ontraccr supports this through the Custom Fields system.

This article explains how to add custom fields to certifications, what types of inputs are supported, and how they appear on the user profile.

🛠️ What Are Certification Custom Fields?

Custom fields allow you to expand the certification form with custom input sections tailored to your organization’s needs.

These fields can be:

• Text boxes (e.g., "Certificate Number")
• Dropdowns
• Checkboxes
• Date pickers
• Other standard form elements available in Ontraccr’s Forms module

📌 These fields behave just like form fields — because the configuration interface is shared with Ontraccr’s Boards and Forms builder.

➕ How to Create Certification Custom Fields

1. Go to Settings > Customization > Custom Fields.
2. At the top, click the dropdown labeled “Cost Codes” (default view).
3. Select “User Certifications” from the dropdown.
4. Click Add Section — name it something like “Additional Details”.
5. Click Add Field inside the new section.
6. Choose the field type and configure:
   • Field name (e.g., "Certificate Number")
   • Optional vs Required
   • Field behavior (e.g., text, dropdown)
7. Click Save after adding fields and again on the section tab.

📋 Where Custom Fields Appear

After saving, these custom fields will automatically show up in:

• The Certifications tab of any user profile
• The Add Certification form (View Mode only)

They are located below the standard fields such as type, acquired date, expiry date, and issuer.

📱 Custom Fields in Practice

Use Cases:

• Track a unique Certificate ID or license number
• Add a dropdown for training providers
• Use a checkbox for safety-course-completed
• Store internal compliance tags or reviewer comments

These fields become part of each certification’s record and are visible in the user profile by anyone with View Users permission.

🔐 Access Control

• Custom fields follow the same visibility rules as certifications.
• Any user with permission to view a profile will also see these fields.
• There is no way to restrict individual custom fields based on role.

🧠 Pro Tip

Use consistent naming and formatting in your custom fields (e.g., “Cert No.” vs “Certificate Number”) to maintain clean reports and minimize confusion across teams.

📌 Summary

Custom fields for certifications allow you to capture richer, more tailored data for compliance, auditing, and workforce tracking. They’re easy to set up, flexible in format, and automatically integrated into user profiles once created.