Personalize Your Team Profiles with Custom Fields

✨ Overview

You can now define custom fields directly on user roles, not just on individual user profiles. This means you can set important attributes—such as certifications, system permissions, departments, or software access—once at the role level, and Delightree will automatically apply those values to any user assigned that role.

This significantly improves data consistency, reduces administrative work, and ensures users inherit the correct attributes the moment their role changes.

Delightree also includes a clear inheritance model so you always stay in control, even when users have multiple roles, conflicting values, or manual overrides.

What’s New

You can now:

Create custom fields on a role

For example:

• Store Manager → Region = East

• Trainer → Certification Required = Level 2

• Supervisor → System Access = POS, HRMS

Auto-inherit those fields to users

Any user assigned to that role automatically gets those values in their user profile.

Built-in logic for conflicts & overrides

The system handles:

• Users with multiple roles

• Conflicting values

• Manual overrides

• Roles added or removed later

• Bulk onboarding

• Role updates after assignment

This ensures inheritance is predictable and controlled.

How This Impacts Your Organization

Corporate Admins & HR

You no longer have to manually update the same custom field 30, 300, or 3,000 times. When many users share a role, you update the field once at the role level, and Delightree keeps everything in sync.

Operations & Training Teams

You get cleaner data that reflects each user’s actual responsibilities. When a user changes roles, their data updates automatically—no more outdated or mismatched attributes.

Compliance & IT

Manual overrides remain protected. Audit trails and user properties stay consistent even when roles shift.

End Users

Nothing changes in their workflow. They simply inherit the correct attributes the moment their role is assigned.

What You Need to Do to Prepare

Step 1: Review Your Role Structure

Identify which attributes should now live at the role level instead of the user level.

Common examples:

• Department

• Certifications

• Location type

• Access flags

• Software requirements

Step 2: Clean Up Existing User Data

If fields are inconsistent today, clean them up before enabling inheritance. This prevents incorrect values from being carried forward.

Step 3: Decide Which Fields Should Be Standardized

Move anything that applies broadly to a job type over to the role.

How It Affects Existing Workflows

This update shifts some data ownership from user profiles → to roles, reducing repetitive work and improving consistency.

Below is how inheritance works in everyday scenarios:

Assigning a Role to a User

When you assign a role:

• The system checks that role’s custom fields

• Any defined values automatically copy into the user’s profile

Users With Multiple Roles

If a user has two or more roles, and those roles have different values for the same field:

• The first role assigned wins

• The field won’t be overwritten by future role changes

• Manual overrides always take priority

This ensures predictable and stable behavior.

Manual Overrides Always Win

If you edit a user’s custom field directly, Delightree treats this as a manual override, meaning:

• Role assignment will never overwrite your manual value

• Even if the role changes later

• Your override always remains the source of truth

This protects exceptions and one-off cases.

Updating a Role After Users Already Inherited It

If you change a custom field value on a role, Delightree will ask whether you want that update to push to all users who have it.

• You choose whether to apply it

• Manual overrides are not affected

 

Removing a Role From a User

When removing a role, the system re-checks where the user’s field values came from:

• If the value came only from that role → it is removed

• If another role also provides the value → it stays

• If you manually overrode the value → it stays

This keeps user data clean and accurate.

Bulk Onboarding With Multiple Roles Assigned at Once

If multiple roles are assigned simultaneously and they contain conflicting values for the same field:

• Delightree will not pick a winner

• The field is left blank

• You must set it manually

This prevents misalignment during large imports.

What You Should Do in Practice

To get the most out of this feature:

• Use roles as your source of truth wherever possible

• Move repeated user-level fields up to role-level definitions

• Clean up old inconsistencies so inheritance works smoothly

• Be mindful of assignment order when roles conflict

• Use manual overrides only when necessary

How to Set It Up

Follow these steps to start customizing your member profiles:

1. Go to Settings > Custom Properties

2. Select Add Custom Field and choose a field type (text, date, dropdown, single select, or document upload).

3. Set visibility and mark the field as mandatory or optional.

4. Click Save — your new field will now appear in every member’s profile!

Tips for Success

• Plan before you build: Identify which team or compliance details are most valuable to track.

• Collaborate with IT or HR: Avoid duplicate data that already lives in other systems.

• Keep it relevant: Focus on information that supports training, reporting, or automation.

• Use dropdowns for consistency: They make data cleaner and easier to filter later.

• Review visibility settings: Make sure the right fields are visible to the right roles.

Quick Recap

Custom Fields let you capture what makes your team unique, from certifications to specialties,  directly inside Delightree. This is the first step toward smarter automation, cleaner reporting, and deeper system integrations.