User Defined Fields allow administrators to attach custom data fields to user records in XPressEntry. These fields can be displayed on handheld readers, filtered by user role, and shown globally on Entry/Exit and Muster tabs.
Overview #
XPressEntry supports an unlimited number of User Defined Fields (UDFs) per user record. UDFs are useful for capturing site-specific information that isn’t covered by standard user fields — such as department codes, certification numbers, vehicle plate numbers, or custom access notes.
UDFs are configured in the server application and are synced to connected handheld readers based on role assignments.
Prerequisites #
- You must be logged in to the XPressEntry Server as an Administrator.
- XPressEntry Server must be installed and running.
Navigation Path #
To access User Defined Field settings, navigate to:
Tools → Settings → General → User Defined Fields
📌 Note: If you are not already logged in as an Administrator, XPressEntry will prompt for your Administrator username and password when you open Settings.
Step-by-Step Instructions #
Step 1 — Open Settings #
| 1 | Log in if prompted
If you are not already logged in as an Administrator, enter your Administrator username and password when prompted. |
| 2 | Open the Tools menu
In the XPressEntry Server application, click Tools in the top menu bar, then select Settings. You can also press Ctrl+S on your keyboard. |
| 3 | Navigate to the General in the left tree menu
In the Settings window, click to expand General Settings in the left side tree menu. |
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Step 2 — Add a New User Defined Field #
| 1 | Click Add
In the User Defined Fields section, click the Add button. A new row will appear at the bottom of the UDF list. |
| 2 | Set the Index (display order)
The Index determines the display order of the UDF. You can also reorder UDFs at any time by dragging rows up or down in the list. |
| 3 | Enter a field name
Double-click the Name cell in the new row and type the name for the field. This name will display in the user record and on handheld readers. |
| 4 | Set Global visibility (optional)
Check the Global checkbox if you want the UDF value to appear alongside each user on the Entry/Exit and Muster tabs. Leave unchecked for fields that only need to appear in user record detail views. |
| 5 | Select a Field Type
Choose the appropriate data type from the Field Type dropdown. Available options are: Textbox (free text entry), Checkbox (true/false toggle), or Datetime (date and time picker). |
| 6 | Assign Roles (optional)
Click the button in the Roles column to open the role selection window. Move the desired roles to the right-hand list to restrict this UDF to those roles only. If no roles are selected, the UDF will be visible to all roles. |
Step 3 — Save the Configuration #
| 1 | Click Save Settings
Once all UDFs are configured, click the Save Settings or Save and Close button to apply your changes. |
| 2 | Sync to handhelds
The new UDF fields will be pushed to connected handheld readers on the next data sync. Handheld devices will display the UDF fields based on the role of the logged-in operator and the role restrictions set on each UDF. |
UDF Field Reference #
The following table describes each configurable property for a User Defined Field:
| Field | Options / Values | Description |
| Index | Integer (drag to reorder) |
Controls the display order of the UDF in user records and on handheld devices. Rows can be reordered by dragging. |
| Name | Any text string |
The label that appears in the user record and on handheld readers. Double-click the Name cell to edit. |
| Global | Checked / Unchecked |
When checked, the UDF value is displayed alongside each user on the Entry/Exit and Muster tabs for quick visibility during scanning events. |
| Field Type | Textbox, Checkbox, or Datetime |
Determines the type of data input. Textbox accepts free text; Checkbox stores a true/false value; Datetime captures a date and time. |
| Roles | One or more user roles |
Restricts which roles can see and interact with this UDF. If left empty (no roles assigned), all roles have access to the field. |
User Defined Fields vs. Badge Defined Fields #
XPressEntry also supports Badge Defined Fields (BDFs), which are distinct from UDFs:
| User Defined Fields (UDFs) | Badge Defined Fields (BDFs) | |
| Quantity | Unlimited | 3 (fixed) |
| Attached to | User record | Badge record |
| Editable names | Yes | Yes |
| Configurable types | Yes (text, checkbox, datetime) | No (static) |
| Role-based visibility | Yes | No |
| Visible in badges grid | No | Yes (enable via Add/Edit Display settings) |
Tips & Best Practices #
- Use descriptive field names that will be meaningful to handheld operators in the field.
- Use the Global checkbox sparingly — displaying too many fields globally on the Entry/Exit and Muster tabs can make those views cluttered.
- Use role-based restrictions to keep UDFs relevant — for example, a “Vehicle Plate” field might only be relevant to a Parking Attendant role.
- UDF values for a user are viewable and editable in the user’s record under the Add/Edit Info tab after fields have been created.
- UDF reordering takes effect immediately on the server; handhelds will reflect the new order on the next sync.