Administrate offers a robust standard data model to support your training operations. However, it’s common to want to store data that isn’t included in the default configuration. Custom Fields let you add your own fields to many Administrate entities (listed on the left side of the Custom Fields screen). Custom fields can be used in reporting, communication merge fields, and via the API, just like standard fields.
Custom fields are one of the ways Administrate can be adapted to support your organization’s unique processes and data requirements.
Configuration
Super Users can configure Custom Fields in Control Panel → Custom Fields. The entities available for custom fields appear in the left-hand panel, along with the number of custom fields currently configured for each entity. Select an entity to view its fields, then click Create Field to add a new custom field.
When creating or editing a custom field, you can:
- Set a Name.
- Mark the field as Required.
- Choose the Data Type and Field Type.
- Add permissions per user role.
- Add a Tooltip to show help text when users hover over the field.
- Set a Unique API Name to make it easier to reference in API integrations.
A single Custom Field can be associated with multiple entities. For example, associating a Custom Field with both Course Template and Event allows Events created from a Course Template to default their custom field values from the template.
Custom Field permissions
You can restrict access to each custom field per user role:
- None: No visibility or access.
- View: Users can view the field but cannot edit it.
- Edit: Users can view and edit the field.
Once configured, custom fields can be edited later from the same screen.
Caution
Deleting a custom field deletes all data stored in that field. If you may need the data later, consider removing field permissions or deprecating the field instead of deleting it.