How Do I Control Field Visibility?

Field visibility controls who can see a custom field and the value stored in it. Use it when a field should be available to everyone, limited to managers, or restricted to admins.

Applies to: Account administrators and managers with access to Company Settings. Visibility is set in the web portal and can affect what users see in both the web portal and mobile app.

Before You Start

Decide which custom field area you need: User Custom Fields, Location Custom Fields, Work Order Statuses & Fields, Issue Custom Fields, or Group Custom Fields.
Review the information stored in the field. Payroll IDs, internal notes, contract details, customer-sensitive files, or financial references may need restricted visibility.
Remember that visibility does not grant access to a record by itself. A user still needs permission and record access before they can see that user, location, work order, issue, or group.

What Each Visibility Option Means

Visibility	Who can see the field
Users	Anyone who can access the related record. This is the broadest option.
Managers	Managers and admins with manager-level access for that record type.
Admins Only	Company admins, including users with Manage Account access. This is the most restricted option.

Choose Users for general operational details that cleaners or customers may need. Choose Managers for supervisor-only information. Choose Admins Only for sensitive company information.

Change a Field's Visibility

Click your profile in the bottom-left corner and open Company Settings.
Or press Ctrl/Cmd + K, search for Company Settings, and open it from the search results.
Open the custom field page that contains the field:
- User Custom Fields
- Location Custom Fields
- Work Order Statuses & Fields
- Issue Custom Fields
- Group Custom Fields, if Groups are enabled
Find the field in the list. The User Visibility column shows the current setting.
Open the field's three-dot action menu.
Click Edit.
Under Visibility, choose Users, Managers, or Admins Only.
Click Update Field.

After saving, the custom fields table updates the User Visibility column so you can confirm the change.

How Visibility Affects Mobile Users

Custom field visibility applies wherever the field is shown, including the mobile app. A cleaner, manager, or customer only sees a custom field when both of these are true:

The field's Visibility allows that user to see it.
The user has access to the related record.

For example, setting a location field to Users does not show it to every person in the company. It only makes the field available to users who can already access that location. Setting it to Managers or Admins Only narrows the audience further.

Examples

Field	Suggested Visibility	Why
Door code or access instructions	Users or Managers	Use Users if cleaners need it in the field. Use Managers if only supervisors should see it.
Employee ID or payroll reference	Admins Only	Payroll or HR identifiers usually should not be broadly visible.
Contract renewal date	Managers	Supervisors and admins may need it, but cleaners usually do not.
Work order job category	Users	Field workers may need to see or update the category while completing the work.
Internal issue priority	Managers	Useful for supervisors without exposing it to every user.

Tips and Troubleshooting

I don't see Company Settings. Your role may not include account-management access. Ask an admin to review your permissions.

I don't see the field I need. Make sure you opened the correct custom field page. A user field appears under User Custom Fields, while a location field appears under Location Custom Fields.

A mobile user still can't see the field after I set it to Users. Check the user's access to the related record. Visibility controls the field, but record permissions and location access still apply.

A manager can't see a manager-visible field. Check whether the manager has the module access for that record type, such as user, location, work order, or issue access.

I need to hide a field immediately. Set it to Admins Only and click Update Field. Then review any reports or exports where the field may have already been included.