The Approved Workman Cloud database has the ability to collect and track custom information not already handled by the database. This can be useful when gathering information from parents during the registration process or for tracking other information that is unique to your club for each member or each household. Custom fields will be stored by club year, so fields can be updated for each club year without losing historical data.
The custom fields are managed within the Club module. Under Setup, select the Additional Info page. The custom fields can also be handled within the Registration module on the Manage Site page. If there are custom fields found when the New Year is setup, there will be a page that allows updates for the new club year.
Once the fields are setup, they will be available for data entry on the New Member, Members > Personal Edit, Households > Info Edit, Registration > Pending Edit pages and the Online Registration Site (those marked as visible). They will be displayed on the Members > Personal and Households > Info pages as well as Registration's Pending, Waitlist, and Accepted pages.
To create a new custom field for the current club year, tap/click the Add Member Field button
or the Add Household Field button
to open the Additional Field dialog and complete the following information:
- Field (required) - create a name for the custom field that describes the purpose.
- Type (required) - select from the dropdown list: Text, Paragraph, Dropdown, Single Checkbox (yes), Radio Buttons
- Description - provide an explanation of the field or write a detailed question. This will be shown along with the field when it is used in the Online Registration form for parents to complete. (In other places, only the Field name will be shown along with the result/answer.)
- Required - check the box if the field is required to be completed.
- Visible in Online Registration - fields with this box checked will be shown to parents in the Online Registration form.
When Dropdown or Radio Buttons are selected as the Type, an additional Options field will be shown (and completion is required). To indicate the response options in the dropdown list or for the radio buttons, tap/click in the Options field. When "New Option" shows, type the first selection and press Enter on the keyboard. Repeat for additional options.
Multiple Member and Household fields may be added.
To make changes to a field, select the field and tap/click the Edit button
.
Tap/click the Delete button
to remove a custom field.
WARNING: Do not delete a custom field that has related member data. If you no longer want to track the information, delete the field during the new year setup process. This will maintain the collected data for the prior year but not use the field in the new year.
Tap/click the Print button
to print the details of the Additional Info fields.