Add and Edit Custom Fields
The Profile, Absence, Team membership, and Team pages and forms contain default fields for entering and displaying relevant records (e.g. First Name in profiles and Period in absences).
If your organization needs to collect or display more information, you can create additional fields. There can be numerous use cases depending on your organization demands. For example, you can add a custom field to member profiles to store information about member's personal interests. A custom field on Team pages can be used to provide links to external resources. A custom field on a Team membership form can store member's part-time participation information.
Custom fields come in many types, such as Text, List, Date, and allow for different data formats and input validation.
Create custom fields
On the main menu, click
Administration and choose Custom Fields from the sidebar.Select where you want to place a custom field:
Memberships — a field will be added to a team membership form for each member.
Member profile — a field will be added to each member profile. In profiles, a custom field can be made hidden (displayed to profile owner and/or authorized members only).
Absence — a field will be added to each member absence form.
Teams - a field will be added to each team's page.
Click the New field button and fill out the form:
Enter the Field name and select its Type. The settings and options will depend on the type you choose. For a detailed description of each setting, see Custom field settings.
If you are creating a field for member profiles, select Access level: choose who will be able to see this field and the data it contains.
Public — every organization member
Confidential — profiles owners and authorized members only (Requires permission:
View confidential custom fields)Restricted — authorized members only (Requires permission:
View restricted custom fields)
Use the interactive Live preview at the bottom to see and test your custom field.
When you're done, click Create. The new custom field will be added to the pages/forms you selected.
Edit, archive, delete custom fields
On the main menu, click
Administration and choose Custom Fields from the sidebar.Go to the tab that corresponds to the location of the custom field you want to edit (Memberships, Member profiles, Absences, Teams)
Existing custom fields, if any, will be listed here:
To edit a custom field:
next to it.To archive or delete a custom field:
On the custom field list, locate the field you want to archive or delete, click ... next to the field and choose a corresponding option:
Custom field types
Type | Description |
|---|---|
Text | Can be used to enter and store a short text (string of alphanumeric characters) |
Number | Can store integers only. |
List | A selection of predefined values (list items) that users can choose from (or add their own if the |
Checkbox | A checkbox can be used for any binary input. For example, you can provide some question in its description, and the users can answer 'yes' by selecting the checkbox. |
Date | Stores a single value in a date format. Users set and change the value by picking a date from a calendar popup. |
Date and Time | Stores a single value in a date/time format. Users set and change the value by picking a date and time from a calendar popup. |
Percentage | Stores a single integer value (from 0 to 100 by default) and visualizes it with a progress bar. |
Organization member | Stores a reference to a member profile. Users can pick a member from a drop-down list. |
Team | Stores a reference to one of the teams in your organization. Users can pick a team from a drop-down list. |
Location | Stores a reference to one of the locations defined in your organization. Users can pick a location from a drop-down list. |
Project | Stores a reference to one of the projects in your organization. Users can pick a project from a drop-down list. |
Link | Can be used to provide and store a link to an internal or external resource. |
Issue | Can be used to store a link to an issue. To enter a reference to an issue, users should copy the issue ID link on the issue page and paste it into the field. |
Custom field settings
Common settings. The following settings are available for all field types:
Setting | Description |
|---|---|
Field name | Name or title of the custom field as it appears on a page. |
Description | (Optional) A short description of the field's purpose. Can be added if the field name is not informative enough. |
Type | Determines what type of data can be stored in the field and in what format. For a detailed description of all field types, see Custom field types |
Multiple values possible | Enables the field to store more than one value |
Required field | Makes input mandatory. New entities (profiles, teams, team memberships, absences) cannot be created unless a value is entered into the field. |
Default value | Set a value to pre-populate the field. The value will be stored and displayed in the field until someone inputs a different value. If your field type is Checkbox, the default value is either checked or unchecked. |
Type-specific settings. The following settings are only available for certain field types:
Setting | Type | Description |
|---|---|---|
Multi-value | Text, Number, List, Organization member, Issue | Allow users to enter and store more than one value in the field. This option is set upon the creation of the field and cannot be changed after the field is created. |
Open-ended | List | In addition to selecting predefined values, allow users to add new values (list items) to the list right on the spot. |
Values | List | Define a list of values (list items) for users to choose from. Enter a value than click Add another to enter another one. Repeat until you have defined all values. |
Constraints | Text, Number, Date, Date and Time | Restrict and validate user input by setting constrains for entered values.
|
Change custom fields order
If there are several custom fields on a page, by default they are displayed in the order they were created, from top to bottom.
To rearrange existing custom fields:
On the main menu, click
Administration and choose Custom Fields from the sidebar.Go to the tab that corresponds to the location of the custom fields which you want to reorder (Memberships, Member profiles, Absences, Teams)
Existing custom fields, if any, will be listed here:
Set the desired order of custom fields by dragging them up or down the list:
