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Customise the fields on a record

Hide or rename built-in fields, mark fields required for onboarding and add your own, such as a plan status or a pupil number.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For admins. These settings change what a young person's record holds, for everyone in your organisation.

Steps

  1. Open Admin, then Record fields.
  2. Under Built-in fields, use Hide section or Show section to remove or restore a whole section.
  3. To change what a field is called, choose Rename…, type the new name and press Save name.
  4. Mark a field required for onboarding if every new record must have it.
  5. Your own fields are listed under Custom fields. To add one, go to Add a field. Give it a Label, a Kind and a Section.
  6. Choose Who can see it and Who can change it. Press Add field.
  7. Use Edit or Retire on a custom field later. Restore brings a retired one back.

If it goes wrong

  • If a save fails, the page says it did not save. Try again before you leave the page.
  • A locked field cannot be hidden, because the record means nothing without it.
  • If a format rule rejects good answers, edit the rule. Use Try a value to test it first.

Built-in and custom fields

Built-in fields come with the service. You can hide a section, rename a field or make it required for onboarding. A few are locked.

Custom fields are yours. Typical ones are a pupil number, a learner number, a plan status or a funding flag.

Hiding and renaming

Hiding a section takes it off the form. The data stays. A field hidden but marked required is not counted as missing.

A rename changes the label only. Your organisation's own words are set separately on the words page.

Adding a field

Pick a preset to start from, or build the field yourself. Give a short name if you want one. A hint appears under the field on the form.

A format rule checks what people type. Write the message as a full sentence that says what the answer should look like.

Choose who can see the field and who can change it. Be careful with anything private.

Retiring a field

Retire hides a custom field from forms but keeps what was entered. Restore puts it back.

A list-type field, such as plan status, has options that are managed separately by whoever may manage lists.

How it links together

Fields you add appear on the record page for every young person, on the add-a-record form and in exports. Who may see or change each one is applied across the website and the tablet.

The words page does not rewrite field labels. If you rename a term there, check the labels here too. See the guides on changing your words and on understanding the record.

How a field you add reaches peopleYou define it once. It then appears on the record, the new-record form and exports for the people allowed to see it.
  1. You add itOn Record fields
  2. On the formNew records ask for it
  3. On the recordShown to chosen roles
  4. In exportsIncluded for those who can see it

Questions people ask

Can I delete a custom field?

You can retire it. Answers already entered are kept, and Restore brings the field back.

Why is a field locked?

The record has no meaning without it, so it cannot be hidden. Rename it if the wording is wrong.

Who sees a field I add?

Only the roles you choose under Who can see it. Pick the narrowest group that needs it.

Does hiding a field delete the data?

No. The data stays. The field simply stops showing on the form.

How do I make a field required?

Mark it required for onboarding on the built-in list, or on a custom field when you add it.

Why are some labels still the old word?

A rename on the words page does not change field labels. Edit them here.