Custom fields allow for the creation of new fields in various areas of the aXcelerate system. This allows you to store further information relevant to your business, that may not have an existing field in aXcelerate. Custom fields also have the benefit of being usable within the Report Builder and Template features of aXcelerate.
Custom field associations
Custom fields can be configured for a number of different areas of the aXcelerate system. It is worth considering where you wish your new field to appear, and exactly how specific it should be, before creating a new custom field.
Contact custom fields will display on the Contact Profiles of individual Contacts.
Contact Porfolio custom fields will display on individual Portfolio Items uploaded against a Contact.
Organisation custom fields will display on the Organisation Profiles of individual Organisations.
Class custom fields will display on the Class Update page, but not individual Class Enrolments.
Class Enrolment custom fields will display on individual Class Enrolment pages for specific students.
Student activity custom fields will display on individual Student Activities added to class enrolments.
Workshop custom fields will display on Workshop instances, but not individual Workshop bookings.
Workshop Booking custom fields will display on individual Workshop Bookings for specific students.
Agent custom fields will display on Agent records, but won't appear on the Contact Profiles of these Agents.
Unit Enrolments custom fields will appear on Unit Enrolments of individual students.
Note: Custom fields can be utilised by the Online Enrolments feature. The following associations work with the plugin:
- Class Enrolments
- Workshop Bookings
Warning: Once a custom field has been created, it can not be associated/linked to a new area of aXcelerate. For example, if you created a Contact custom field, it would not be possible to move or re-link this field against Class Enrolments later.
Add a custom field
- Click the Add New Custom Field button
- Enter a Field Label
- Enter a Variable Name
- Select a Field Type
- Select an option from the Links To dropdown
- Click Submit
Custom field types
There are several different types of custom field, which determine how data is entered and displayed within the field.
The text type allows for the free entry of characters into the custom field, including spaces and numbers. The maximum number of permitted characters is 500.
The number type works identically to the text type, but only allows the input of numeric characters.
The date type restricts the custom field to only accept dd/mm/yyyy dates.
The textarea type works identically to the text type, but appears as an adjustable box rather than a single line. The maximum number of permitted characters is still 500.
The URL type works similarly to the text type, but is designed to accept website URLs and links.
The select type turns the custom field into a dropdown selection, where the user must choose a single option from a list. After choosing this type, you will be able to add the desired options in the selector while creating the custom field.
The radio type works similarly to the select type, however all options will always be visible when viewing the field. The user is still forced to choose a single option when filling the custom field.
The select-multi type works similarly to the select type, in that you are able to define what specific options are available to choose from when filling the field. However, the user will be able to choose more than one option if they need to.
The checkbox type provides a simple box next to the field label when viewing the custom field. The user can tick or untick the field to "fill" it, providing a binary yes/no form of data.
Tip: Any of the types that require options to be configured (Select, Radio, Multi-select, and Checkbox) can have options added/removed when updating the custom field later.
Warning: Once a custom field has been created, its type can not be changed.
Update a custom field
- Click the Update icon next to the custom field you wish to modify
- Make any desired changes
- Click Submit
Note: It is only possible to change the Field Label and Variable Name of a custom field when updating it. If the Field Type or Links To sections require altering, you will need to create a new custom field.
Deactivate, reactivate, or delete a custom field
- Click the Delete or Deactivate icon next to the custom field you wish to modify
- To reactivate a deactivated field, click the Inactive tab
- Click the Reactivate icon next to the custom field you wish to restore
Warning: You cannot delete a custom field that is currently being used anywhere in the system. In such cases, we recommend deactivating the custom field instead.