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Custom fields and selection lists

Updated

Custom fields and selection lists allow you to record additional information for users, trainings or registrations that is not available in the system by default. This article explains how to configure custom fields and selection lists.

Requirements

  • You need administrator rights to manage custom fields.

Create a custom field

  1. Go to Administration > Forms > Custom fields.

  2. Click Add.

  3. Enter the following details:

    Field name Description Required
    Name The name of the custom field. Yes
    Type The field type (text, date, number, selection list, checkbox). Yes
    Entity Where the field is used (user, training, registration). Yes
    Required Determines whether the field must be completed. No
    Visibility Determines which roles can see the field. No

  4. Click Save.

Required setting for registration fields

When you set a custom registration field to Required, this setting is automatically inherited by all trainings to which the field is added. If you later change the required setting at portal level, the change is automatically applied to all existing training settings for that field.

Note: Automatic propagation applies only to custom registration fields. After changing the required setting, always check that the trainings have been updated correctly.

Create a selection list

After creating a custom field of the Selection list type:

  1. Open the custom field.
  2. Go to the Selection options section.
  3. Click Add option.
  4. Enter the value and click Save.
  5. Repeat for each desired option.

Manage selection options

In addition to adding options, you can delete or reorder existing selection options. This is also possible when the custom field is already in use.

Change the order

Drag an option to the desired position. The order you set here is also the order in which the options are shown to users. The new order is saved immediately.

Delete an option

  1. Open the custom field.
  2. Click the Delete icon for the selection option you want to delete.
  3. If the option is not yet in use, it is deleted immediately.
  4. If the option is already in use for trainings or registrations, the system shows a confirmation screen. This screen shows how many registrations use the option. Confirm the deletion to continue.

Note: After deletion, the option is no longer available for new registrations. Existing data containing the option remains visible unchanged.

Empty labels for selection options in use

If a selection option is already linked to a training or registration, you cannot leave its label empty. The system blocks saving while a label for a used option is empty, so existing registrations continue to show a readable value. Enter a new label or delete the option using the steps above.

Frequently asked questions

Can I change a custom field later?

Yes, you can change the name and settings of a custom field. We recommend not changing the type if data has already been recorded.

Are custom fields included in reports?

Yes, custom fields are available as columns in the custom reporting module.

Can I delete custom fields?

You can deactivate custom fields. Deletion is possible only when no data is linked to them.

What happens if I delete a selection option that is already in use?

The system shows a confirmation screen indicating how many registrations use the option. After confirmation, the option is no longer available for new registrations, but existing data containing the option remains visible unchanged.

Why can I not save the label of a selection option as empty?

The system prevents labels of selection options that are already in use from being saved as empty. This ensures that existing registrations continue to show a readable value. Enter a new label or delete the option if it is no longer needed.

Can I reorder selection-list labels when the custom field is already in use?

Yes, you can always reorder labels using drag and drop. Existing links to data remain intact.

Is the required setting for a registration field automatically inherited by trainings?

Yes, when you set a custom registration field as required at portal level, the setting is inherited by all trainings to which the field is added. When you change the setting, all existing training settings are also updated.