Overview

A Custom Field refers to any piece of information you want to collect and store on your members that do not already exist as Standard Fields within the Passport database. 

A custom field can be added to your registration forms or created as a database-only field that appears as an option when viewing a Member Record through Passport.

Types of Fields

Fields in Passport can be defined broadly in three different categories. You can see a complete list of all fields in your database in the Field Configuration page.:

1. Standard Fields: These are hardcoded fields already available within the system that cannot be changed, and are commonly used across all sports and organisations. For example; Name, Date of Birth and Email Address are among the many Standard Fields available to use by all organisations.

2. Custom Fields: A field set up at Association or League-level through the custom field creation feature.

3. Unlimited Custom Fields (UCF): A field set up by a governing body or club-level administrator through the UCF creation feature.

Custom Fields (Recommended for Associations)

To access your Custom Fields list from an Association/League-level database:

Click the Settings Cog > SETTINGS

Click CUSTOM FIELDS

Your Custom Fields List will show you a list of used and available spaces for:

• Member Fields: Fields that can be added to member records or added to member registration forms.
• Club Fields: Fields that can be added to club records.
• Team Fields: Fields that can be added to team records or added to team registration forms.

Custom Fields can be added in pre-defined and limited spaces, each of which is defined by one of the below field formats:

• Custom Text Fields: Allow the entry of text information
• Custom Number Fields: Allow the entry of numerical values
• Custom Date Fields: Allow the entry of a specific date
• Custom Lookup Fields: Allow the creation of drop-down lists from which an option can be selected. You can use the MANAGE option next to the field to define your drop-down options
• Custom Checkbox Fields: Allow the creation of a single check box which can be selected (ticked) or left blank
• Custom Member Notes: Allow the entry of text information over several lines (only available for member records)

Unlimited Custom Fields (Recommended for Clubs and Governing Bodies)

To access your Unlimited Custom Fields list from a Governing Body or Club-level database, click the Settings Cog > UNLIMITED CF

Your Unlimited Custom Fields list displays any fields you have created, including:

• Field Name: Provide a name for the field which will display in your database and on registration forms when attached to one
• Field Level: Denotes whether the field relates to Members, Clubs or Teams
• Field Type: Allows you to select one of the following input types for the field:
  • Text: Allows the entry of text information
  • Number: Allows the entry of numerical values
  • Date: Allows the entry of a specific date
  • Checkbox: Allow the creation of a single check box which can be selected (ticked) or left blank
  • Lookup: Allows the creation of drop-down lists from which an option can be selected
  • Lookup (No Empty Entry): Allows the creation of drop-down lists from which an option must be selected - the user will not have the option to leave this field blank
• Field Category: Provide a general categorisation for the field
• Active Status: Denotes whether the custom field is active or inactive in your database

Use the ADD button to create a new field

Enter the relevant information, then click CREATE UNLIMITED CUSTOM FIELD

UCF Lookups

To configure your drop-down options for Lookup fields, open the Settings Cog, then click UCF Lookups

Select the lookup field that you want to add drop-down options for.

Click ADD A NEW OPTION

Enter your text for the first option and click UPDATE

Repeat this process until you have all the necessary options for members select on this question

Field Configuration

The Field Configuration feature allows organisations to select the fields they want to be used in the database across members, clubs and teams, and set global display options for certain fields to display on all registration forms in their database.

To access the Field Configuration feature from your Passport dashboard, click on the Settings Cog and select SETTINGS:

Click FIELD CONFIGURATION

Here, you will see a list of fields and tabs for each of the different fields. Below is an explanation of what each of them refers to.

• Member Fields: Fields that will be displayed within the member profile when adding or editing a member record.
• Club Fields: Fields that will be displayed when adding or editing a club.
• Team Fields: Fields that will be displayed when adding or editing a team.

To configure a field to display, find the field you want to enable and click the Field Name to expand the selection.

This will expand to show a variety of options; Select how you would like this field to display. 

Fields can be configured to display in several ways:

• Let levels below choose: This gives lower levels the ability to choose how they want this to display. This option is best if you are not fussed about whether or not clubs choose to use this field.
• Hidden: This means the field does not appear at all.
• Read Only: This field will display as optional, however it cannot be edited - only use this option if the answer to this field won't change (e.g Birth Certificate Number, Date of Birth etc.).
• Editable: This means that the field will display, but it can be left blank if they don't want to answer this field.
• Compulsory: This means that the field will display, and it must be completed before saving.
• Add Only (Compulsory): This means the field will appear as compulsory but it cannot be edited once it has been completed.

There are three options that control where these fields display:

• For my level: The field setting selected will apply to administrators within your own database when adding or editing a member record.
• For levels below: The field setting selected will apply (and be locked) to administrators at levels below your own when adding or editing a member record.
• Registration Form: The field settings selected will apply to all of your registration forms.

Once you have applied your settings, scroll down to the bottom of the page and click SAVE OPTIONS

Adding Fields to Registration Forms

Outside of the Field Configuration feature, users can also attach fields to individual Registration Forms. This can be done through the Registrations > REGISTRATION FORMS menu option.

Then, find the form you want to add fields to and click EDIT

Then go to the FIELDS tab

Each available field will appear here with a visibility setting along the top of the screen. Fields can be configured to display in several ways:

• Hidden fields will not appear on the form at all
• Read Only fields will display on the form if they have previously been answered by the user, but cannot be edited - only use this option if the answer to this field won't change (e.g. Birth Certificate Number, Date of Birth etc.)
• Editable fields will display on the form, and can be either answered or left blank by users
• Compulsory fields will display on the form, and must be completed by users before saving
• Add Only (Compulsory) fields will display as compulsory on the form if no previous answer has been given by that user, but they cannot be edited on subsequent registrations after they have submitted their answer