The Custom Fields tab allows administrators to create and manage additional data fields specific to their organization's needs. These fields appear in member profiles and can be used to track any information beyond the standard user data, such as membership numbers, skill levels, certifications, or department assignments.

Prerequisites

• Active Reserving account with verified email
• Administrator role (Super Admin, Admin, or Manager) in the organization
• App must be in Admin mode
• Understanding of the data you want to collect from members
• Familiarity with field types and when to use each one

Steps

Progress: 0 of 16 steps

1

Navigate to Admin mode in Dashboard

Result:

App switches to Admin mode showing admin badge and controls

Notes:

Tap the mode toggle button in the Dashboard header. Only visible if you have admin permissions

2

Access Organization Settings

Result:

Opens the settings page with multiple tabs

Notes:

From Dashboard, tap your organization card, then navigate to Settings, or use Quick Actions grid

3

Tap the 'Custom Fields' tab

Result:

Displays the custom fields management interface

Notes:

Second tab in the settings navigation bar

4

Tap the '+' (Add) button in the header

Result:

Opens the Create Custom Field modal

Notes:

The add button is located in the top-right corner of the header

5

Enter a field name

Result:

Sets the label that users will see for this field

Notes:

Required. Use clear, descriptive names. Examples: 'Member ID', 'Skill Level', 'Department'

6

Enter a field key (identifier)

Result:

Creates a unique programmatic identifier for the field

Notes:

Required. Use lowercase, no spaces. Example: 'member_id', 'skill_level'. Cannot be changed after creation

7

Select the field type from dropdown

Result:

Determines how data is collected and displayed

Notes:

Options: Text, Number, Date, Boolean (Yes/No), Select (dropdown), Multi-select

8

Enter field options (for Select/Multi-select types only)

Result:

Defines the available choices for dropdown fields

Notes:

Enter options separated by commas. Example: 'Beginner,Intermediate,Advanced,Expert'

9

Toggle 'Required' if field must be filled

Result:

Makes the field mandatory when creating or editing members

Notes:

Members cannot be saved without filling required custom fields

10

Toggle 'Show in List' to display in member tables

Result:

Adds a column for this field in the members list view

Notes:

Useful for frequently referenced information. Too many visible fields can clutter the interface

11

Enter a default value (optional)

Result:

Pre-fills the field with this value for new members

Notes:

Saves time when most members share a common value

12

Enter helper text (optional)

Result:

Displays guidance below the field when editing members

Notes:

Helps users understand what information to enter. Example: 'Enter 6-digit member number'

13

Set display order (number)

Result:

Controls the position of this field relative to other custom fields

Notes:

Lower numbers appear first. Default: 0. Use increments of 10 for easy reordering

14

Tap 'Save' to create the custom field

Result:

Validates and creates the new field, closes the modal

Notes:

Field becomes immediately available in member forms

15

To edit a field, tap it in the list

Result:

Opens the Edit Custom Field modal with current values

Notes:

Note: Field key cannot be changed after creation

16

To delete a field, tap the delete icon

Result:

Shows confirmation dialog before permanent deletion

Notes:

Warning: Deleting removes all data stored in this field for all members

Interactive States

Custom Fields List View

Displays all existing custom fields in a table or card layout (depending on screen size).

• Desktop: Table view with columns for Name, Key, Type, Required status, and Actions
• Mobile: Card view showing field name, type badge, and action buttons
• Empty state: Shows a message encouraging creation of first custom field
• Each row/card has Edit and Delete buttons

Create/Edit Custom Field Modal

A form modal with the following sections and states:

• Field Name input: Text field, required, auto-focuses on modal open
• Field Key input: Text field, required, lowercase enforced, disabled in edit mode
• Field Type dropdown: Required, changes available options based on selection
• Options input: Only visible for Select and Multi-select types
• Required toggle: OFF by default, can be changed anytime
• Show in List toggle: OFF by default, controls column visibility in member tables
• Default Value input: Optional, type varies based on field type
• Helper Text textarea: Optional, provides user guidance
• Display Order number input: Defaults to 0, accepts positive integers

Field Type Behaviors

Different field types show different input controls:

• Text: Shows a single-line text input with optional maxLength
• Number: Shows a numeric input with optional min/max values
• Date: Shows a date picker in member forms
• Boolean: Shows a checkbox or Yes/No toggle
• Select: Shows a dropdown menu (requires options to be configured)
• Multi-select: Shows a multi-choice selector (requires options to be configured)

Tips

• Use clear, user-friendly field names that members will easily understand
• Keep field keys short and descriptive using snake_case (lowercase with underscores)
• Plan your display order before creating multiple fields (use increments of 10: 10, 20, 30, etc.)
• Don't overuse "Show in List" - too many columns make tables hard to read
• For Select fields, list options from most common to least common
• Use helper text to provide examples or format requirements
• Consider making fields required only if they're truly essential
• Group related fields by using similar display order numbers
• Test new fields by creating a test member to verify behavior

Warnings

• Deleting a custom field permanently removes all data stored in that field for all members
• Field keys cannot be changed after creation - choose wisely
• Changing a field from non-required to required won't force existing members to fill it until they're next edited
• Too many custom fields can slow down member list loading
• Select field options should not contain commas (use semicolons or other separators if needed)
• Changing field type after data exists may cause data loss or formatting issues
• Required fields prevent member creation if not filled - avoid requiring fields retroactively on large member bases
• "Show in List" fields increase page load time proportionally

Troubleshooting

Solution

Ensure you are in Admin mode and have administrator permissions in the organization. Only Super Admin, Admin, and Manager roles can access this tab.

Solution

Make sure you are on the Custom Fields tab. The add button only appears in the header when this tab is active. If still not visible, check your admin permissions.

Solution

Field keys must be unique within the organization. Choose a different identifier or check existing fields to see if this key is already in use.

Solution

Field keys are permanent identifiers and cannot be modified to maintain data integrity. If you need a different key, create a new field and delete the old one (this will lose existing data).

Solution

Ensure options are entered as comma-separated values without special characters. Example: 'Option1,Option2,Option3'. Spaces around commas are automatically trimmed.

Solution

After creating a custom field, refresh the member edit page or close and reopen it. The field should appear in the Custom Information section of member forms.

Solution

Check your permissions. Only Super Admin and Admin roles can delete custom fields. If you have permission and it still fails, check if the field is referenced by system processes.

Solution

Enter a numeric value in the Display Order field and save. Fields are sorted by this number in ascending order. If multiple fields have the same order, they're sorted by creation date.

Solution

Make sure the 'Required' toggle is ON (green) when saving the field. Required validation only applies to new member creation or when editing existing members after the field was marked required.

Solution

Deleting a custom field permanently removes all data stored in it across all members. This action cannot be undone. Always export member data before deleting fields if you might need to restore it.

FAQ

What's the difference between Field Name and Field Key? Field Name is the user-visible label shown in forms (e.g., "Membership Number"). Field Key is the internal programmatic identifier used in the database (e.g., "membership_number"). Names can be changed anytime, but keys are permanent.

Can I reorder custom fields after creating them? Yes, edit each field and change its Display Order number. Fields are sorted numerically, with lower numbers appearing first. You don't need to make the numbers consecutive - using 10, 20, 30 makes it easy to insert new fields between existing ones later.

What happens to existing member data if I delete a custom field? All data stored in that field is permanently deleted for all members. There is no undo function. Always export member data before deleting fields if you might need to recover the information.

Can I change a field type after creation? While technically possible, it's not recommended if members have already entered data. Changing types can cause data loss or formatting errors. Better approach: create a new field with the correct type and manually migrate data.

How many custom fields can I create? There's no hard limit, but we recommend keeping it under 20-25 fields for optimal performance and user experience. Too many fields make forms overwhelming and slow down data loading.

Do custom fields work with member import/export? Yes, custom fields are included in member CSV exports and can be imported. Use the field key as the column header in your CSV file.

Can non-admin members see custom fields? Members can see their own custom field values in their profile. Visibility of other members' custom fields depends on organization privacy settings and member permissions.

What's the best field type for phone numbers or emails? Use Text type for additional contact information. The platform already has built-in email fields. For phone numbers, Text type allows formatting flexibility (parentheses, dashes, international codes).

Can I make a field required after members already exist? Yes, but existing members won't be forced to fill it retroactively. The requirement only applies when creating new members or when existing members are edited. You may need to bulk-edit members to ensure compliance.

What happens if two fields have the same Display Order number? They'll be sorted by creation date as a tiebreaker (older fields first). It's best practice to use unique order numbers to maintain explicit control over field arrangement.

Related Content

• Organization Settings - Details
• Organization Settings - Payments
• Organization Settings - Non-Member
• Organization Settings - Notifications
• Manage Members
• Dashboard