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Manage custom user attributes

If you have the legacy free edition of Google Apps, upgrade to G Suite to get this feature. 

Does your business or school need to store organization-specific information about their users, such as location or employee start date? When you create a user account, you can currently add additional information, such as employee ID and title. However, with custom attributes, you can:

  • Add even more data you want to record; for example, assign different data types to special value fields, such as number, date, and email.
  • Control whether you want the information to be public to all users in your organization, or private to administrators and the individual user.

Warning: You should not use this feature to store sensitive personally identifiable information (PII), such as account credentials, government ID numbers, cardholder data, financial account data, healthcare information, or sensitive background information.

Add a new custom attribute

Let’s say you want to capture information about your sales team’s fleet of cars. You organize the custom attributes you may need by first creating categories, such as registration or insurance, in which you can then record text, number, and date values. Categories help you organize your information, grouping it together for easier management.

To add a new custom attribute:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. In the toolbar, click Manage user attributes  User attributes.
  4. In the User attributes dialog box, click Basic information, Contact information, and Employee details to review the system user profile.
  5. Click Add Custom Category.
  6. In the Custom category name field, enter a name.
  7. (Optional) In the Description field, enter a description that clarifies your new category.
  8. Click Enter an attribute name to add a custom user attribute.

  9. Create a custom attribute:
    1. Attribute name: Enter the label you want to display on the user’s account page.
    2. Attribute type: Select a data type [Text, integer, boolean, double, phone, email, or date].

      Note: You can't edit the data type once you've created your custom attribute.
       
    3. Multiple values: Select Yes to enter multiple values. 

      Note: You can't add more than 5 values for each custom attribute.

    4. Private: Select an option:
      • Yes: Visible only to administrators and the individual user.
      • No:Visible to all users in the organization.
  10. (Optional) Click the next line to add more attributes.

    Note: You can define a maximum of 100 attributes over all apps. Because each app has one default attribute, the total amount includes the default attribute plus any custom attributes you add. For example, if you have 25 apps you can't add more than 3 attributes to each. Once you add 3 custom attributes to each you've reached the maximum number of 100, because each of the 25 apps always has a default attribute.

  11. Click Add to save your new category once you've added all the custom user attributes.

    The new category appears in the User attributes box, along with the number of custom user attributes you've added.

    Custom attributes display on a user’s account page, from where you can enter attribute values.

Edit or delete custom attributes and categories

When organization-specific information changes, you may need to update or delete categories or custom attributes, such as making some attribute values public to all members of your organization.

To edit or delete a category or custom attribute:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. In the toolbar, click Manage user attributes  User attributes.
  4. In the User attributes dialog box, click the category you want to delete or update.
  5. To update a category:

    1. Click on the edit icon next to the attribute name field or on the name itself to edit the attribute name.

    2. From the dropdown menus configure the Multiple values or Private settings for the attribute.

    3. Hover on the attribute row and click on the delete icon to delete the attribute.

    4. Click Save to review and confirm the changes.

  6. To delete a category:

    1. Click Delete Category to review and confirm the delete operation.

Add values to custom attributes

To add or update values to the custom attributes you created, you edit them on the user’s account page.

To add custom attribute values for a new user:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. Click Add.
  4. Click the name of the newly created user to open their user account page.
  5. Click Account and scroll down to find the Manage user attributes section with the category and custom attributes you created.
  6. Click Edit to add custom attribute values.
  7. Click Previous or Next to toggle among the categories.
  8. Click Update User.

To add or update custom attribute values for an existing user:

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. Click the name of the user to open their user’s account page.
  4. Click Account and scroll down to find the category and custom attributes you created. 
  5. Click Edit to change the custom attribute value you previously entered.

    An administrator with the User Management privilege can view the custom attributes and edit attribute values for individual users.
  6. Click Save Changes.

 

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