Capture What Matters: How Timeero’s Custom Fields Transform Workforce Management
Andjelka Prvulovic
Last update on:
April 22, 2025 12:05 PM
Published on:
"I know when my team clocked in and out, but I have no idea what they actually accomplished."
Sound familiar?
If you manage teams in construction, healthcare, field services, manufacturing, or professional services, you know the frustration of incomplete time tracking.
Your timesheets tell you when your employees worked, but they don't provide a detailed report of what they accomplished that day.
Timeero's new Custom Fields feature makes all the difference for businesses like yours. This powerful addition lets you create custom-tailored questions and capture responses from your team directly within their timesheets, converting them into a comprehensive data collection system.
Get the Info You Need Right at Clock-In or Out
Track job details instantly — materials used, tasks completed, or safety checks logged in real time.
A construction supervisor sees 8 hours logged but lacks crucial context about safety protocols, which equipment needs maintenance, or how much material was used.
A home healthcare provider clocks 90 minutes with a patient, but vital details about the visit remain invisible. Did the patient improve? Were medications administered correctly? Was the care plan followed?
A field service technician completes a job, but the specific challenges or solutions go undocumented.
The information that truly matters to your business is scattered across text messages, emails, and handwritten notes—or worse, never captured.
One employee writes a novel, another jots two words, and a third leaves it blank.
Spreadsheets and Google Forms require double-entry and sit apart from your time tracking system. Paper forms often get lost, damaged, or forgotten. Text messages and emails scatter valuable data across platforms, leaving you with fragmented information.
As a result, your team wastes valuable time on administrative work instead of productive tasks.
Introducing Timeero's Custom Fields: Capture what actually matters
Instead of hoping your employees will remember to take notes and know what information to include, you can now collect specific details from your team in the field. No more guesswork, no more missing information.
How it works
Custom Fields let you create specialized forms that will show up when employees clock in or out through the Timeero app.
With just a few clicks, you can create:
Dropdown menus for selecting predefined options (equipment types, service categories, patient statuses)
Checkboxes for compliance tracking or task completion
Number fields for quantities or measurements
Monetary fields for tracking expenses
Text fields for necessary details that require explanation
Data and time pickers for follow-ups
You can control which fields appear, when, and whether they are required or optional.
For employees, filling in the fields adds just a few seconds to their regular time-tracking routine. For managers, it creates a structured database of operational information that flows directly into reports.
How Custom Fields work across platforms
Custom Fields deliver a consistent experience across platforms. Field workers can easily complete forms via Timeero’s smartphone app, even offline, by syncing when connectivity returns.
Employees at fixed locations, like manufacturing plants or healthcare facilities, can use Timeero's Kiosk app integrated into their usual clock-in/out process.
Custom Fields shown on the web-based time clock
Office staff and managers can also enter data directly via the web interface, ensuring unified data collection company-wide.
Setting up Custom Fields
It takes just a few minutes to set up custom fields:
Log in to your Timeero admin account
Go to Settings > General
Enable Custom Fields
Go to Settings > Custom Fields
Click "Add Custom Field" and select your field type
Name your field and configure options
Assign to specific teams or make available company-wide
Your team can start using the new fields immediately on their next clock-in or sync, with no complicated training required.
Why Custom Fields Make a Difference
1. Capture the information that matters
Custom Fields let you gather the data your business needs to operate efficiently.
Whether you're tracking:
Safety protocol compliance in construction
Patient care details in healthcare
Equipment conditions in manufacturing
Service quality in field services
You'll collect exactly what matters for your industry with each clock in and out. No more digging through messy notes. Just clean, useful data to help you make better decisions.
Before Custom Fields
It's Friday afternoon. Mike, a construction project manager, reviews the week’s data before meeting with the site superintendent. Before switching to Custom Fields, these weekly reviews meant sifting through scattered notes, text messages, and verbal reports from his crew.
After Custom Fields
Now, Mike opens his Timeero dashboard and heads to the reports section. He generates a detailed view of the week's activities with just a few clicks.
For each clock-out, his team completes a set of custom fields he designed for his construction business, such as safety protocol compliance, equipment used and condition, site completion status, and incident reports.
The data is consistent, complete, and immediately actionable. Mike notices two workers reported the same safety harness as "Needs inspection." He immediately schedules maintenance before it becomes a safety hazard.
2. Home Healthcare: Improving patient outcomes
Before Custom Fields
Sarah manages a team of home healthcare providers who visit dozens of patients each day. Previously, patient updates were captured in basic notes that varied widely in detail and format. It was almost impossible for her to track changes in condition and consistently provide care.
After Custom Fields
With Custom Fields, Sarah starts her morning by reviewing a structured dashboard of patient data. When her caregivers visit patients, they now complete a standardized set of fields.
This morning, Sarah noticed a concerning pattern in Mrs. Johnson's data. The last three visits show a gradual decline in oxygen saturation levels. Sarah decided to immediately contact Mrs. Johnson's physician to discuss a potential adjustment to her care plan.
3. Manufacturing: Optimizing production
Before Custom Fields
Adam manages a manufacturing plant that produces automotive components. The production floor is a complex environment with multiple workstations and quality checkpoints.
Before Custom Fields, tracking production meant piecing together information from shift reports, quality control logs, and verbal updates.
After Custom Fields
When Adam arrives at work, he now reviews a complete production dashboard built from Custom Fields data. His team completes specific fields at each shift change.
Today, Adam noticed that Workstation #3 had reported calibration issues on 3 consecutive shifts. He contacted the maintenance team to try to solve the problem before it harmed product quality. This way, he is potentially saving thousands of dollars in rejected parts.
4. Field Services: Enhancing service quality
Before Custom Fields
Marcus manages a team of HVAC technicians who service commercial and residential systems across the city.
Before implementing Custom Fields, service documentation varied between technicians, making it difficult to track parts usage, maintain consistent quality, and identify recurring issues.
After Custom Fields
Now, field technicians complete clock-out forms at each service location.
This morning, Marcus reviewed yesterday's service calls and noticed that three technicians reported the same unusual issue with a specific heat pump model.
He checked the manufacturer’s website and discovered a newly announced recall. Thanks to the data in Custom Fields, he quickly identified all affected customers and scheduled maintenance visits.
5. Professional Services: Streamlining client billing and project management
Before Custom Fields
Emma manages a team of consultants, each working on various client projects. Although Timeero already tracks time and jobs, Emma wanted to capture additional info so she could better understand the work completed each day and improve communication with clients.
After Custom Fields
Now, at the end of each shift, her team completes the following Custom Fields as they clock out.
Each morning, Emma reviews the Custom Fields data filled by her team the previous day. By reviewing key deliverables, client feedback, and self-assessments, she gets a more complete picture of how each project is progressing, how her team is performing, and what needs immediate attention.
For instance, after reviewing yesterday’s entries, Emma noticed that a client had mentioned additional competitor analysis. Thanks to this feedback, she can adjust the scope of work for the upcoming tasks to meet the client's expectations.
6. Cleaning Services: Simplifying operations and improving client satisfaction
Before Custom Fields
Lilly runs a team of cleaning professionals but finds it almost impossible to make sure her team follows the cleaning protocols.
The cleaners already track their time and jobs. Still, without an easy and uniform way to document the work they complete, Lily can’t monitor the quality of service or quickly identify areas of improvement.
After Custom Fields
Now, at the end of every shift, Lilly’s team fills out a set of Custom Fields to capture the details of their workday.
The checklist makes it simple for the cleaning staff to confirm that nothing has been missed. Lilly now has an organized record of the work completed and can take immediate action.
After reviewing the day’s entries, Lilly noticed that one team member had left the "Surface cleaning" task incomplete in the Living Room. She can now follow up with the cleaner to ensure it was completed properly and prevent client dissatisfaction.
Addressing Common Concerns: Answers to Your Questions About Custom Fields
You’ve seen how Custom Fields can help you streamline your business processes and capture essential data. But when it comes to implementing a new system, it's not uncommon to feel hesitant and have several questions.
To help you confidently take the next step, we've addressed the most common concerns you may have about Custom Fields.
Will this create extra work for my team? Not at all. In fact, the workload is minimal, typically under 30 seconds per entry. The intuitive dropdowns and checkboxes significantly speed up completion, and most teams save more time by using Custom Fields.
How steep is the learning curve? Almost none. If your team uses Timeero, they’ll be able to use Custom Fields immediately without additional training. Administrators can typically set up and enable the feature within an hour.
Will my team actually use it? Yes! The system is designed to be intuitive, fast, and integrates directly into your existing time-tracking workflow.
How flexible is the system? The system is highly adaptable to your business needs. You can choose from various field types (dropdowns, checkboxes, text, numbers, etc. ), assign fields to specific teams, and easily update them as your requirements evolve.
Will this actually improve our data quality? Yes, it will. Structured entry enables consistency, prevents missing data, standardizes terminology, and captures accurate information in real-time. Digital forms will also help you solve the problem of deciphering illegible handwriting.
Andjelka is a researcher and writer with 6+ years in digital marketing. Her background in social work and journalism has sharpened her skill in connecting with people from all walks of life. For the past 3 years, she’s specialized in time, location, and mileage tracking. Outside work, she enjoys yoga, swimming, and unwinding with her cats while listening to Leonard Cohen’s music.
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