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Custom Cycle Data

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Written by Nina Hancock

What is it? Custom Cycle Data allows HR Admins to upload custom data columns (via CSV) associated with a performance cycle.

These columns appear as additional fields in the Team Dashboard and Calibration Views, giving visibility into custom metrics, project assignments, or any other organizational data.

Feature Enablement

Please contact [email protected] to request that this feature is enabled in your Confirm instance.

Who Can Access It

HR Admin

Can upload, manage, and configure custom data columns

All users

Can view columns based on visibility settings

How It Works — Upload Workflow

The upload process is a multi-step modal triggered from the Team Dashboard:

Step

What happens

1. File Upload

Upload a CSV file. Also manage visibility of previously uploaded columns

2. Column Mapping

Map CSV columns to: an identifier (email/external_id), an existing column, a new column, or ignore

3. Permissions

Set visibility level for each column

4. Submit

Confirm and upload. Option to overwrite existing owned columns

5. Results

Shows how many records were uploaded and how many were skipped (with reason)

Column Visibility Levels

Visibility

Who can see the column

Owners

Only the person who uploaded the column

HR Admins

All HR Admins in the organization

Everyone

All users (filtered by their admin scope)

Column Ownership

  • Each column is owned by the HR Admin who uploaded it

  • An HR Admin can only edit or overwrite their own columns

  • Multiple HR Admins can have different columns in the same dataset

  • Trying to overwrite another user's column triggers a conflict step — the upload is blocked until the conflicting column is remapped or removed

Identifier Requirements

The CSV must include at least one identifier column to match rows to people:

  • email

  • external_id

  • Both can be included simultaneously

All available identifiers in the CSV must be mapped, they cannot be ignored.

Admin Scope Filtering

  • HR Admins can only upload data for people within their HR administration scope

  • People outside that scope are skipped during upload

Skip reasons shown in results:

Reason

Meaning

not_in_organization

Person not found in the organization

not_adminable

Person is outside the uploader's admin scope

Integration with Team Dashboard & Calibration Dashboard

  • Custom columns appear as additional columns in the Team Dashboard table

  • They are also available in the Calibration Dashboard (filtered by visibility)

  • Included in CSV exports from Team Dashboard (under the "Custom data" group)

  • Each person's custom data can also be edited individually via the record editor modal

Common Troubleshooting

🔍 "I don't see the Custom data button in Team Dashboard"

  1. Contact [email protected] to check the feature is enabled

  2. Confirm the user has HR Admin role

📄 "Some records were skipped during upload"

  1. Check the results step — it shows which records were skipped and why

  2. not_in_organization → the email/external_id doesn't match anyone in the org

  3. not_adminable → the person exists but is outside the uploader's HR admin scope

✏️ "I can't overwrite existing columns"

  1. You can only overwrite columns you own — columns uploaded by other HR Admins are protected

  2. If a conflict is detected, go back to the column mapping step and remap or ignore the conflicting columns

👁️ "A user can't see a custom column."

  1. Check the column's visibility setting — it may be set to Owners only

  2. If set to HR Admins, confirm the user has the HR Admin role

  3. If set to Everyone, check that the person is within the viewer's admin scope

📊 "Custom columns don't appear in the Calibration View."

  1. Confirm the columns are set to HR Admins or Everyone visibility

  2. Columns set to Owners only are filtered out in the Calibration Dashboard for non-owners

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