Using Custom Entities in Easy Employer for Shift Tagging and Reporting

Custom entities allow you to tag shifts, users, roles, or sites with extra information such as client names, project codes, billing references, or service types. This lets your organisation customise exports, enhance filtering, and improve reporting without hardcoded development.

Contents

• Overview
• Create custom entities
• Add values to custom entities
• Assign custom entities
• Use in reporting and exports

Related Articles

• How to Use the New Roster Interface
• Creating Custom Payroll and Billing Exports

Overview

Custom entities allow you to associate additional metadata with shifts, users, roles, or sites in Easy Employer. These custom fields can represent anything relevant to your organisation — such as clients, funding codes, job numbers, or internal references.

You can create as many custom entity groups as needed, each with their own label and value list. These values can then be assigned manually or automatically to shifts and exported to payroll and billing systems.

Create custom entities

Once the feature is enabled, a new Custom entities tab will appear under the Organisation Structure screen. From here, you can create groups (such as “Clients” or “Projects”), define values, and manage assignments.

To begin:

1. Click Organisation in the top navigation bar.
2. Select Organisation structure.
3. Click the Custom entities tab.

Then:

1. Click the Create button.
2. Enter a Name for the custom entity group (e.g. “Client”, “Project”, etc.).
3. Select the Type:
   • Payroll application (timesheet)
   • Payroll application (costs)
   • Billing application

Changing the type will affect where and how the custom entities are used, as well as what options are available for exporting.

Add values to custom entities

Once a custom entity group is created, you can add individual values that will be available for tagging shifts, users, roles, or sites.

To add values:

1. Select the custom entity group (e.g. “Client”).
2. Click the Add button.
3. Enter the name of the value (e.g. a specific client or project name).
4. Click Save.

Assign custom entities

Once you've created values for a custom entity group, those values can be assigned to users, roles, sites, or shifts — depending on how your organisation uses the feature.

Assign to users

1. Navigate to Organisation > Users.
2. Click the Custom entities tab in a user's profile.
3. Select a value from the list (e.g. the client or project).
4. Click Save.

Assign to rosters

Custom entities can also be shown as a column in the roster for easy access.

1. Open a roster.
2. Enable the Clients column (or other custom entity group).

Use in reporting and exports

Once custom entities are assigned to users, roles, or shifts, they can be used in both reporting and exports.

Use in rosters

Custom entities can be edited directly within shifts from the roster.

Edit in shift details

When editing a shift, custom entities appear as selectable fields:

Use in exports

Custom entities can also be included in export files if they are referenced in the custom export format. These values can be used for payroll integration, billing references, and external reporting.