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Custom Fields in Events


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16 comments

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    Smalley, Andrew

    In the custom fields settings page, it's had, for a long time, the message "more coming soon" in reference to custom fields being made available for more than just the account and contact fields. Is this actually planned?

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    Angela Hamilton

    Custom fields on the events screen would be a fantastic asset to our business. We currently have to use the notes field as described above as well which often ends up being full of so much info that it can look quite confusing.

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    Donna Hicks

    This is a big issue for us.  We currently (RegOnline / Active Events) have a full list of fields that can be 'switched on' or off as required - and the limited number here is a problem.  Having just signed up for Administrate and trying to grapple with all that transferring our data from one system to another entails we are starting to think that this is a show stopper. I assumed that the vanilla version would include certain fields but that once we got going we could add any custom fields that we wanted.  We want to keep a lot of information on Administrate (all of it) and to have to store other event information elsewhere will be a super pain. :(

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    Adam

    Hi All,

    Have you thought about using the Event Score or Delegate Score function for recording custom data against your events or delegates?

    Here's a couple of video guides explaining the functionality:

    https://administrate.zendesk.com/entries/22135081-Recording-Event-Scores

    https://administrate.zendesk.com/entries/22149907-Delegate-Scores

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    Jimbo Davies
    Hi Donna,

    If you raise a support ticket with the fields you need, the team at Administrate will be able to add more fields to the course templates for you. This is what we've done, and it works well.
    Best,
    Jim
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    Smalley, Andrew

    Hi Adam.

    This only works for post-event matters and shows in different screens. Actual custom fields which appear in the event screens themselves would be enormously useful in a way that the delegate and event scores cannot help with.

    Cheers, Andrew.

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    Donna Hicks

    Thanks Thanks Jim - good to know - though Andrew's comment seems to suggest that this can't be done?

    I'm talking about adding something like "Special Dietary Requirements" or "Job Role" to the booking form.  Right now minimal information is gathered when a booking is made (for training) - and we have a whole bunch of other fields that are currently included that help with organisation.  If we take a booking and then having to email every delegate with the question "do you have any special dietary requirements?", wait for their response, and add their response manually (somewhere, not sure where on Administrate yet) then can you imagine the effort and emails required to do just that??

    Still not sure if Administrate is going to be the training admin nirvana that we were hoping for...

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    Smalley, Andrew

    Hi Donna.

    Do you know you can add custom fields in contact and account entities? Sounds like that would solve some of your issues. We have quite a few, and they link to our website via the API, and so are automatically populated. Works really well. It's the event specific variables that we can't record without event custom fields.

    Cheers,

    Andrew.

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    Angela Hamilton

    Hi Donna,

    Can I ask what document you use as your booking form? It sounds from your e-mail like we might have similar issues here. We already utilise custom fields in contact & account screens but would benefit from custom fields in events screen too, or at least have the function to pull info from the contact/accounts screen forward to the event screen. We also utilise delegate scores for recording pass/fails as well as info, but some of this info is just duplicated from the contact/account screens but is of relevance to events that candidates are booked on. We also utilise the notes fields which quite often end up being massive and again, a lot of the info is duplicated from other screens. Custom fields in events would be AMAZING!!!

    Angela

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    Donna Hicks

    Hi Angela,

    We currently use RegOnline to take bookings - and were planning to switch off at Christmas when we move to Administrate properly.  I'm just in the process of setting up Administrate - and identifying its limitations as I go.  A typical booking page would look like this (you'll have to go through the email bit on the first page in order to reach the screen that captures all details - including, for example, dietary requirements, company, role etc): https://www.regonline.co.uk/builder/site/Default.aspx?EventID=1628414

    I'll be adding custom fields to contact and account screens - but it's what we capture up front directly from the booker that interests me most at the moment.  

    There seems to be a lot of interest in getting this done so hopefully if we continue our chatter here the Administrate folk will pay attention to us :)

    Cheers,

    Donna

     

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    Donna Hicks

    Hi Admistrate bods.  Where are we with this one please?

    Are there any plans to enable extra information to be captured (which we define) when booking an event?  Every training company will have its own set of fields that are required and optional.  Name, address, role, address, billing address, other contact (if booked by HR department for example), email, are all obvious.  But what about others?  DIETARY REQUIREMENTS - really important for us since we provide food during our courses.  And now, moving to Administrate, we have to email every delegate to ask them what their dietary requirements are post registration!!!  Which is nuts.  

    Please, please make this update.  I'll live with just dietary requirements (or even a field that captures all special requirements - including dietary, mobility, prayer room request (get a few of those) or whatever.

    I'd ideally like to add company specific fields too:

    How did you find us? (check box choice plus 'other' with freetext field if 'other' is selected)

    What made you choose us? (check box choice plus 'other' with freetext field if 'other' is selected)

    Thanks again for your consideration.

    Cheers,

    Donna

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    Donna Hicks

    Hi Admistrate bods.  Where are we with this one please?

    Are there any plans to enable extra information to be captured (which we define) when booking an event?  Every training company will have its own set of fields that are required and optional.  Name, address, role, address, billing address, other contact (if booked by HR department for example), email, are all obvious.  But what about others?  DIETARY REQUIREMENTS - really important for us since we provide food during our courses.  And now, moving to Administrate, we have to email every delegate to ask them what their dietary requirements are post registration!!!  Which is nuts.  

    Please, please make this update.  I'll live with just dietary requirements (or even a field that captures all special requirements - including dietary, mobility, prayer room request (get a few of those) or whatever.

    I'd ideally like to add company specific fields too:

    How did you find us? (check box choice plus 'other' with freetext field if 'other' is selected)

    What made you choose us? (check box choice plus 'other' with freetext field if 'other' is selected)

    Thanks again for your consideration.

    Cheers,

    Donna

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    Troy Michels

    All,

    This functionality is accessible in the new event system, but can be a bit tricky to find since it is depentent on the course and is set up from the course template screen.  Event custom fields can be created by using the "event template" button on the top right of your screen when creating course templates.  This means that when creating a course template, you can specify a list of custom fields to attach to the event. When you create the event in the new event system, the custom fields will appear under the setup section after creating the event.  We're going to have the documentation updated to show this, as it appear to have been omitted.

    Feel free to give this a try!

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    Shannon Miller
    Thanks. These fields are not accessible from within the merge fields in the communication templates. This is important to us.
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    Chris Banbury

    Hi Troy - I need some assistance with this. I'm not sure if the layout has been changed since your suggestion above (Mar 22 2016) but I can't see how to add Custom Fields to an Event through the course template and need to do so. Please advise. Thanks

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    Troy Michels

    Hi Chris, it looks like you've submitted a support ticket as well, I'll respond there with more information.

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