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System-level custom fields, which are available across all institutions/districts. If your system is being used or might be used, to track data for multiple institutions/districts (e.g. across a state), and you want a custom field to be used across all of these institutions/districts, use this option.
- Institution/district-level custom fields are available only within the institution/district where they are created.
To create or edit these custom fields, the user must be connected to either the top-level organization (for system-level fields) or the institution/district (for institution/district-level custom fields).
Regardless of the category you select, a few commonalities exist.
The first part of any category screen will display the category's Default Fields. These fields will appear for all participants in this profile section and typically cannot be modified.
You may see the text "(to see District/Institution specific fields, switch to a District/Institution)." This means you are connected to the system-level organization and will only see system-level custom fields, not those for your district/institution that you might expect to see. To view the custom fields associated only with your district/institution, use the Switch Access function to connect to your district/institution. To learn more about switching access, please see this article.
Custom Field Library
If the data field you need is already in the Custom Field Library, click the ... next to the field name to add it to the section of the category you selected.
Each of the four main categories (Participants, Staff, Activities, and Organizations) has multiple sections. Custom fields created in any section of a category can be added to a different section of that category, but they cannot be used across the four main categories. For example, a custom field created in the Participants category cannot be added to the Staff category through the Custom Field Library; a new field must be created in the Staff category.
If the data field is not in the custom field library, continue with this article to learn how to add a new custom field.
Participants
Complete the required information for the custom field type you selected.
Regardless of the custom field type, any fields on the screen marked with a red asterisk are required. The custom field form can only be saved once all required fields have been completed.
Each type of field requires different information. For example, single-line text fields ask how many characters long the response can be. Another example is that Pick List / Dropdown type custom fields require that the values for each of the options in the Pick List / Dropdown be defined.
Term-Specific Values. Will the value for this field change each year? If yes, move the Term-Specific Values toggle to the right to make it appear green.
For example, if collecting information about participants' t-shirt size, as students grow, their shirt size will increase. So one year may be a Small and the next year might be a Medium. In this case, you would want this field to allow different values for different years and move the toggle to the right.
Reporting Terms Enabled. Which reporting terms should this field be visible for? Check the terms for which you want this field to be visible.
Permissions. Four permissions options control other users' visibility if the custom field is not required.
1. Read & Write: Users can view and edit the field, regardless of role.
2. Read Only: No user can edit the field, but they can view it.
3. Hidden: The field is not visible to any user.
4. User Role Based: Define each of the above permissions by role. This is useful for fields that some user levels should not see. For example, Partners may not need to see this information as they complete a referral request. In that case, select ‘Hidden’ for the Partner role. Repeat this as needed for any other roles.
Only the Read & Write and User Role Based options are available if the custom field is required.
Click Done at the bottom of the form to add the custom field to this section.
Next, determine when you want the field to be visible to all users.
The value selected in the Depends On field will determine visibility.
If the field should always show in the section, choose None - Always show.
If the field should only show on this registration form when a certain field’s data in this section is a certain value, select the field that its visibility depends on.
These "dependent" fields must be Pick List/Dropdown type fields that appear in this section. If no such fields exist, the only option in the Depends on drop-down will be “None - Always show.”
Then, choose the field value in the Has value of a dropdown menu. In this example, the newly added custom field will only appear in this section if the Adult field equals “Yes.”
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of this section's list of custom fields.
Staff
To create a new staff custom field, click the appropriate field type in the panel at the right. To learn more about Custom Field Types, please read this article.
Complete the required information for the custom field type you selected.
Regardless of the custom field type, any fields on the screen marked with a red asterisk are required. The custom field form can only be saved once all required fields have been completed.
Each type of field requires different information. For example, single-line text fields ask how many characters long the response can be. Another example is that Pick List / Dropdown type custom fields require that the values for each of the options in the Pick List / Dropdown be defined.
Term-Specific Values. Will the value for this field change each year? If yes, move the Term-Specific Values toggle to the right to make it appear green.
For example, if collecting information about participants' t-shirt size, as students grow, their shirt size will increase. So one year may be a Small and the next year might be a Medium. In this case, you would want this field to allow different values for different years and move the toggle to the right.
Reporting Terms Enabled. Which reporting terms should this field be visible for? Check the terms for which you want this field to be visible.
Permissions. Four permissions options control other users' visibility if the custom field is not required.
1. Read & Write: Users can view and edit the field, regardless of role.
2. Read Only: No user can edit the field, but they can view it.
3. Hidden: The field is not visible to any user.
4. User Role Based: Define each of the above permissions by role. This is useful for fields that some user levels should not see. For example, Partners may not need to see this information as they complete a referral request. In that case, select ‘Hidden’ for the Partner role. Repeat this as needed for any other roles.
Only the Read & Write and User Role Based options are available if the custom field is required.
Click Done at the bottom of the form to add the custom field to this section.
Next, determine when you want the field to be visible to all users.
The value selected in the Depends On field will determine visibility.
If the field should always show in the section, choose None - Always show.
If the field should only show on this registration form when a certain field’s data in this section is a certain value, select the field that its visibility depends on.
These "dependent" fields must be Pick List/Dropdown type fields that appear in this section. If no such fields exist, the only option in the Depends on drop-down will be “None - Always show.”
Then, choose the field value in the Has value of a dropdown menu. In this example, the newly added custom field will only appear in this section if the Adult field equals “Yes.”
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of this section's list of custom fields.
Services
To create a new custom field, click the appropriate field type in the panel at the right. To learn more about Custom Field Types, please read this article.
Remember to check the Custom Fields Library before adding a new custom field. Fields from the Custom Fields Library can be used for different activity types, which can be helpful and time-saving.
Complete the required information for the custom field type you selected.
Regardless of the custom field type, any fields on the screen marked with a red asterisk are required. The custom field form can only be saved once all required fields have been completed.
Each type of field requires different information. For example, single-line text fields ask how many characters long the response can be. Another example is that Pick List / Dropdown type custom fields require that the values for each of the options in the Pick List / Dropdown be defined.
Term-Specific Values. Will the value for this field change each year? If yes, move the Term-Specific Values toggle to the right to make it appear green.
For example, if collecting information about participants' t-shirt size, as students grow, their shirt size will increase. So one year may be a Small and the next year might be a Medium. In this case, you would want this field to allow different values for different years and move the toggle to the right.
Reporting Terms Enabled. Which reporting terms should this field be visible for? Check the terms for which you want this field to be visible.
Permissions. Four permissions options control other users' visibility if the custom field is not required.
1. Read & Write: Users can view and edit the field, regardless of role.
2. Read Only: No user can edit the field, but they can view it.
3. Hidden: The field is not visible to any user.
4. User Role Based: Define each of the above permissions by role. This is useful for fields that some user levels should not see. For example, Partners may not need to see this information as they complete a referral request. In that case, select ‘Hidden’ for the Partner role. Repeat this as needed for any other roles.
Only the Read & Write and User Role Based options are available if the custom field is required.
Click Done at the bottom of the form to add the custom field to this section.
Next, determine when you want the field to be visible to all users.
The value selected in the Depends On field will determine visibility.
If the field should always show in the section, choose None - Always show.
If the field should only show on this registration form when a certain field’s data in this section is a certain value, select the field that its visibility depends on.
These "dependent" fields must be Pick List/Dropdown type fields that appear in this section. If no such fields exist, the only option in the Depends on drop-down will be “None - Always show.”
Then, choose the field value in the Has value of a dropdown menu. In this example, the newly added custom field will only appear in this section if the Adult field equals “Yes.”
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of this section's list of custom fields.
Activities
When creating custom fields for activities, choose whether the Custom Field is for Activity or Session Information.
Remember to check the Custom Fields Library before adding a new custom field. Fields from the Custom Fields Library can be used for different activity types, which can be helpful and time-saving.
Complete the required information for the custom field type you selected.
Regardless of the custom field type, any fields on the screen marked with a red asterisk are required. The custom field form can only be saved once all required fields have been completed.
Each type of field requires different information. For example, single-line text fields ask how many characters long the response can be. Another example is that Pick List / Dropdown type custom fields require that the values for each of the options in the Pick List / Dropdown be defined.
Term-Specific Values. Will the value for this field change each year? If yes, move the Term-Specific Values toggle to the right to make it appear green.
For example, if collecting information about participants' t-shirt size, as students grow, their shirt size will increase. So one year may be a Small and the next year might be a Medium. In this case, you would want this field to allow different values for different years and move the toggle to the right.
Reporting Terms Enabled. Which reporting terms should this field be visible for? Check the terms for which you want this field to be visible.
Permissions. Four permissions options control other users' visibility if the custom field is not required.
1. Read & Write: Users can view and edit the field, regardless of role.
2. Read Only: No user can edit the field, but they can view it.
3. Hidden: The field is not visible to any user.
4. User Role Based: Define each of the above permissions by role. This is useful for fields that some user levels should not see. For example, Partners may not need to see this information as they complete a referral request. In that case, select ‘Hidden’ for the Partner role. Repeat this as needed for any other roles.
Only the Read & Write and User Role Based options are available if the custom field is required.
Click Done at the bottom of the form to add the custom field to this section.
Next, determine when you want the field to be visible to all users.
The value selected in the Depends On field will determine visibility.
If the field should always show in the section, choose None - Always show.
If the field should only show on this registration form when a certain field’s data in this section is a certain value, select the field that its visibility depends on.
These "dependent" fields must be Pick List/Dropdown type fields that appear in this section. If no such fields exist, the only option in the Depends on drop-down will be “None - Always show.”
Then, choose the field value in the Has value of a dropdown menu. In this example, the newly added custom field will only appear in this section if the Adult field equals “Yes.”
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of this section's list of custom fields.
Organizations
Complete the required information for the custom field type you selected.
Regardless of the custom field type, any fields on the screen marked with a red asterisk are required. The custom field form can only be saved once all required fields have been completed.
Each type of field requires different information. For example, single-line text fields ask how many characters long the response can be. Another example is that Pick List / Dropdown type custom fields require that the values for each of the options in the Pick List / Dropdown be defined.
Term-Specific Values. Will the value for this field change each year? If yes, move the Term-Specific Values toggle to the right to make it appear green.
For example, if collecting information about participants' t-shirt size, as students grow, their shirt size will increase. So one year may be a Small and the next year might be a Medium. In this case, you would want this field to allow different values for different years and move the toggle to the right.
Reporting Terms Enabled. Which reporting terms should this field be visible for? Check the terms for which you want this field to be visible.
Permissions. Four permissions options control other users' visibility if the custom field is not required.
1. Read & Write: Users can view and edit the field, regardless of role.
2. Read Only: No user can edit the field, but they can view it.
3. Hidden: The field is not visible to any user.
4. User Role Based: Define each of the above permissions by role. This is useful for fields that some user levels should not see. For example, Partners may not need to see this information as they complete a referral request. In that case, select ‘Hidden’ for the Partner role. Repeat this as needed for any other roles.
Only the Read & Write and User Role Based options are available if the custom field is required.
Click Done at the bottom of the form to add the custom field to this section.
Next, determine when you want the field to be visible to all users.
The value selected in the Depends On field will determine visibility.
If the field should always show in the section, choose None - Always show.
If the field should only show on this registration form when a certain field’s data in this section is a certain value, select the field that its visibility depends on.
These "dependent" fields must be Pick List/Dropdown type fields that appear in this section. If no such fields exist, the only option in the Depends on drop-down will be “None - Always show.”
Then, choose the field value in the Has value of a dropdown menu. In this example, the newly added custom field will only appear in this section if the Adult field equals “Yes.”
When you have completed setting up the field with its correct label, required status, and visibility, click the Done button. The field will be inserted at the bottom of this section's list of custom fields.
Editing or Deleting a Custom Field
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