Zoho One allows administrators to extend the standard user profile with custom fields, making it possible to capture organisation-specific information that is not covered by the built-in profile attributes. These custom fields appear on user profiles and can be used to store data such as employee ID numbers, cost centre codes, or any other details relevant to your business.

Why Use Custom Fields

Every organisation has unique data requirements. The default user profile covers essentials such as name, email, department, and work location, but many businesses need to record additional attributes. Custom fields bridge this gap, allowing you to tailor the Zoho One directory to reflect your internal structure and data model without resorting to external spreadsheets or workarounds.

Accessing the Fields Section

To manage fields, sign in to the Zoho One Admin Panel and navigate to Organisation, then select Fields. This section displays all existing user profile fields, both the built-in system fields and any custom fields your team has created. System fields cannot be deleted or renamed, but custom fields can be fully managed.

Creating a Custom Field

Click Add Field to create a new custom field. You will be asked to provide a field name, choose a field type, and configure any additional settings. The available field types include:

• Single-line text — for short text entries such as an employee ID or badge number.
• Multi-line text — for longer entries or notes.
• Number — for numeric values.
• Date — for date-based information such as contract end date or onboarding date.
• Dropdown — for selecting a single value from a predefined list.
• Radio button — for binary or limited-choice selections.
• Checkbox — for yes/no or multi-select options.
• URL — for storing web links.
• Email — for additional email addresses beyond the primary account email.
• Phone — for telephone number entries.

Making Fields Mandatory or Optional

When creating or editing a custom field, you can mark it as mandatory. Mandatory fields must be completed before a user profile can be saved. This is useful when you need to ensure specific data is always captured, such as a cost centre code required for billing purposes. Optional fields are available on the profile form but do not block saving if left empty.

Editing and Deleting Custom Fields

You can rename a custom field or update its settings at any time by clicking the edit icon next to it in the Fields list. If a field is no longer needed, you can delete it using the delete option. Exercise caution when deleting fields, as any data stored in that field across all user profiles will be permanently lost.

Field Visibility and Sync

Custom fields created in Zoho One appear on the user profile page within the Admin Panel. Depending on your configuration, some field values may also sync to individual Zoho applications such as Zoho CRM or Zoho People, making the data available where it is needed most across your suite.