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.
Contacts
Contact custom fields will display on the Contact Profiles of individual Contacts.
Contact Portfolio
Contact Porfolio custom fields will display on individual Portfolio Items uploaded against a Contact.
Organisations
Organisation custom fields will display on the Organisation Profiles of individual Organisations.
Classes
Class custom fields will display on the Class Update page, but not individual Class Enrolments.
Class Enrolments
Class Enrolment custom fields will display on individual Class Enrolment pages for specific students.
Student Activities
Student activity custom fields will display on individual Student Activities added to class enrolments.
Workshops
Workshop custom fields will display on Workshop instances, but not individual Workshop bookings.
Workshop Bookings
Workshop Booking custom fields will display on individual Workshop Bookings for specific students.
Sales Representatives/Agents
Agent custom fields will display on Agent records, but won't appear on the Contact Profiles of these Agents.
Unit Enrolments
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:
- Contacts
- Classes
- Class Enrolments
- Workshops
- 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
Note: The Variable Name is what is used with the API or Templates. Special characters and spaces are not permitted in this field. For more information on this, please see our help documentation on both API and the Template Builder. We recommend keeping the Variable Name succinct yet descriptive.
Custom field types
There are several different types of custom field, which determine how data is entered and displayed within the field.
Text
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.
Number
The number type works identically to the text type, but only allows the input of numeric characters.
Date
The date type restricts the custom field to only accept dd/mm/yyyy dates.
Textarea
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.
HTML
The HTML type allows the custom field to accept rich HTML content, similar to what can be put into the Short Descriptions of Qualifications and Workshop Types. The maximum number of permitted characters is 2000.
URL
The URL type works similarly to the text type, but is designed to accept website URLs and links.
Select
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.
Radio
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.
Select-multi
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.
Checkbox
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.