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How to Create a Custom Field (Form Question)
Custom fields come from Forms. To create a custom field you need to add it as a Question in a Form.
Sign in as a user that has permission to create and edit forms.
Go to Forms > Forms Manager
Click the yellow Edit button next to an existing Form (or you can click the green ‘Add New …’ button to create a new Form).
Scroll to the bottom of the Form Editor and click the green ‘Add Question’ button (or you can click the green ‘Insert Questions Before’ button to place the question higher up in the form).
Type the question text and give is a ‘Short Name’; the Short Name will be used as a column header in the Member Directory and other table views.
Select the question type from the blue buttons beneath the question text. The types are:
Text - if the answer is to be entered by the user as free text
YesNo - the user may only select “Yes” or “No” to answer the question
YesNoMaybe - the user must select either “Yes”, “No” or “Maybe” to answer the question
Option - the user must select only one option from a list (supplied by you)
List - the user may select multiple options from a list (supplied by you)
Integer - the answer must be entered as a whole number
Date - the answer must be entered as a valid date (a calendar tool will be supplied)
Currency - the answer must be entered in a valid currency format
Double - the answer must be a number and can contain a decimal point
User - the answer must be a user selected from the myClubhouse database
If ‘Option’ or ‘List’ is selected:
You must add some options for the user to select from. You can save these options for future questions by clicking ‘Save options for re-use’. If you do this you can also add multiple options at once using a text box (one option per line).
You can select ‘Allow “Other” answer’ and the user will be able to select “Other” and then enter an answer using a text box.
If the question is compulsory to answer, you must click the asterisk button so that it is filled in blue (click again to switch off).
Advanced Options:
Click “Options +” beneath the question typeVisible/Hidden: by default the question is visible to the user, click this button to make it hidden (only visible to administrators and form owners) i.e. it is for admin use only. Click again to switch back to visible.
Editable/Read-only: by default the question is editable by the user, i.e. the user can answer the question themself. Click to make the question read-only, i.e. the user can see the question and answer but only an administrator can change the answer. Click again to switch back to editable.
Depends on Question: this question will only appear if the user selects “Yes” in answer to another question. Select the primary question (with a Yes/No answer type) from the drop-down list.
To make a question obsolete, click the “Obsolete” button. This can be toggled on and off. The question will not appear in the form if it is obsolete.
To delete a quetion, click the red “X” button. A question can only be deleted if it has not been answered. Otherwise, it can be made obsolete instead.
Once your question is ready, click the blue “Save” button at the bottom of the form editor. You will be taken back to the Forms Administraton Page.
How to Make a Form Question into a User Attribute
From the main menu, select Forms > Set up Attribute Questions.
Click the green ‘+ Add’ button.
Form: select the form on which the attribute question resides.
Question: select the attribute question.
Code: select a short, unique code for this attribute.
Caption: Enter a caption to be displayed with the attribute. This will be displayed as a column heading in the Member Directory and on the member’s Profile page.
Description: optional, add a description of the attribute.
Visible in Profile to Other Members: select this flag if you would like all members to be able to view this attribute for other members in the Member Directory or on the member’s Profile Page. If not selected, the attribute will only be visible to administrators.
Once you have created your attribute, it will be available in the Member Directory, Member Profile Page and can be used for filtering on Member ListsAttributes are a way to define custom fields for your club or organisation. Attributes can be for different elements within myClubhouse including Members, Horses, Vehicles, and Subscription Resources. Attributes are divided into different Sets, similar to a Form, to make it easier to control the Entitlements for groups of Attributes, as well as arrange them into logical groups for easier management.
As part of the 6.1 “Kreacher” release, Forms and Attributes have been separated to make them more intuitive and easier to manage as separate entities. Despite this, Attributes still operate in a very similar way to previous versions.
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Creating a New Attribute Set
Navigate to Forms > Forms Manager.
Select the type of Attribute you want to create:
Member Attributes: Custom fields relating to members/users.
Horse Attributes: Custom fields relating to horses.
Equestrian module only.Vehicle Attributes: Custom fields relating to vehicles.
Vehicles module only.Bookable Asset Attributes: Custom fields relating to bookable assets, such as tennis courts or football pitches.
Bookings module only.COMING SOONEvent Attributes: Custom fields for certain types of Events. COMING SOON
Subscription Resource Attributes: Custom fields for certain types of Subscription Resources, e.g. lockers.
Click the green “Create Attribute Set” button.
Details: Enter the details about the Attributes Set. “Restrict to Member List” in step e will only be shown for Member Attributes.
Name: The name of the Attribute Set.
Description: A short description of the Attribute Set, including the nature of the questions it is asking.
Owner: The owner of the Attribute Set.
Member Access: Select the level of access members can have to their own Attributes in this Set and their answers.
Changeable: Members can enter their own Attributes, view them, and edit them later.
Settable: Members can enter their own answers and view them, but can’t edit them later.
Read-only: Members can view the answers but only admins can enter or edit them.
Hidden: Only admins can view, enter, or edit the answers in this Attribute Set.
Restrict to Member List: If set, Attributes in this Attribute Set will only apply to users in the selected Member List.
Notifications: Select the settings for emails surrounding this Attribute Set.
On form completion: If checked, the Owner (set above) will be sent an email every time a user completes the Attribute Set.
On form edit: If checked, the Owner (set above) will be sent an email every time a user changes an answer to an Attribute in the Attribute Set.
Entitlements: Set the Entitlements for this form. If nothing is changed, the site defaults will be used.
Print Blanks: These users will be able to print a blank copy of the form to be filled out on paper
View All: These users will be able to view all users' answers to this form.
Enter All: These users will be able to enter or change answers to this form on behalf of any user.
Administer: These users will be able to make changes to this form including adding and removing questions.
Analyse: These users will be able to perform analysis on the answers to this form. See more about Analysing Forms in the “Other Functions” section.
Introductory Text: This text will appear at the top of the Form. This can be a short description of the Form or instructions on how to complete it.
Add: Click to add a new Attribute.
Attributes: Set all the attributes for the Set.
Name: A short name or title for the Attribute that can be used to identify it easily.
Question/Help Text: Describe the details required for the Attribute or ask a question.
Type: Select the answer type for the Attribute:
Text: The user can type any text.
Sub-Type: Select the sub-type of Text for the Attribute.
Free Text: Any text can be written for the Attribute.
Email Address: The Attribute must be a valid email address.
Phone Number: The Attribute must be a phone number i.e. no alphabetical characters.
URL: The Attribute must be a valid URL, beginning with “http://”, “https://” etc.
Calculated: The Attribute will be calculated based on one or more other Attributes or Form Questions. You can refer to another Attribute by placing its name between two % symbols.
Single/Multi-line: Select either a single-line or a multi-line answer box, depending on the nature of the answer and its expected length.
Max. Text Length: If “Single Line” is selected above, set the maximum number of characters for the answer. Note that anything above 255 will automatically change it to “Multi-line”.
Yes/No: The user can select yes or no.
Yes/No/Maybe: The user can select yes, no, or maybe.
'Maybe' Label: If you want the “Maybe” option to be named something else, set it here.
Single Select: The user can select a single option from a pre-defined list.
Edit Options: Click this to add options individually or in bulk.
Allow Other: If set to “Yes”, members will be given an “Other” option at the end of the list, enabling them to enter an answer that is not already present.
Multi Select: The user can select multiple options from a pre-defined list.
Edit Options: Click this to add options individually or in bulk.
Allow Other: If set to “Yes”, members will be given an “Other” option at the end of the list, enabling them to enter an answer that is not already present.
Integer: A text box into which the user can type any whole number.
Sub-Type: Select the sub-type of Integer for the answer.
Integer: The Attribute must be a whole number.
Calculated: The Attribute will be calculated based on one or more other Attributes or Form Questions. You can refer to another Attribute by placing its name between two % symbols.
Date: A calendar from which the user can select a single date.
Currency: A text box into which the user can type any valid monetary amount.
Sub-Type: Select the sub-type of Currency for the Attribute.
Currency: The Attribute must be a monetary amount with the exact number of decimal places for the site’s culture currency.
Calculated: The Attribute will be calculated based on one or more other Attributes or Form Questions. You can refer to another Attribute by placing its name between two % symbols.
Decimal: A text box into which the user can type any decimal number.
Sub-Type: Select the sub-type of Decimal for the Attribute.
Decimal: The Attribute can be any number with any number of decimal places.
Calculated: The Attribute will be calculated based on one or more other Attributes or Form Questions. You can refer to another Attribute by placing its name between two % symbols.
Member: An auto-complete text box from which the user can select a member/user from the site’s database. Note: Anyone filling out this Attribute will require the appropriate Entitlements to look up members. If the public will be filling out this Attribute Set, they will not be able to look up users, regardless of the settings in Entitlements.
Document: The user can upload a document to be submitted as the Attribute.
Mandatory: Set whether this Attribute is optional or must be completed.
Member Access: Select the level of access members have to their own instance of this Attribute and its answer. Note: the Member Access restrictions for the entire Attribute Set will always apply (see 4d), so access can only be locked down further (not increased).
Editable: Members can see and answer this Attribute.
Read-only: Members can read the Attribute but not answer it. Admins can answer it.
Hidden: Only admins can read and answer the Attribute for a member.
Depends on: You can make this a sub-Attribute of another Attribute. The dependable Attribute must be a Yes/No type and this Attribute will appear if the answer to the original question is “Yes”. For example, you could ask “Would you like to play for one of our league teams?”, if the user answers yes, they will then be asked, “When are you usually available for matches?”.
Attribute Code: A unique code to identify the Attribute so it can be used when sending Emails. If you have changed the name of the Attribute, you can click “Re-generate” to update the code.
Caution! Regenerating the Attribute Code will break any references saved to Auto-generated Emails, Email Templates or Partial Email Blocks.
This is only shown for Member Attributes.Show to Members: If set to “Yes”, current members will be able to see this Attribute for other members in the Member Directory and when looking at another member’s profile. If set to “No”, the Attribute will only be visible to those with the “View All” Entitlement on the Attribute Set, as set in step 5 above.
Hide Editor: Click to hide the editor, making the page easier to navigate when looking at all the Attributes in the Set. When the editor is hidden, the following options become available: Show Editor, Copy Attribute, Delete Attribute, and Obsolete.
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Show Editor: Click to show the main editor to make changes to the Attribute.
Copy Attribute: If you want to create a similar Attribute, click “Copy Attribute” and then edit your new Attribute.
Delete Attribute: Click to delete this Attribute. Note: The Attribute won’t be fully deleted until the Attribute Set has been saved.
Obsolete: If this Attribute is no longer required, but has been answered, you can make it obsolete which means it will still exist but not be shown to users when they fill out the Attribute Set.
Re-order: Click to drag the list of Attributes into the desired order. Click “OK” to save the new order.
Save: When you have finished working on the Attribute Set, click this to save the Attribute Set and return to the Attributes page.
Repeat these steps to make all Attribute Sets.
Other Functions
Next to each Attribute Set, there are a series of functions:
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Edit Attribute Set: Make changes to this Attribute Set e.g. add new Attributes or change Entitlements.
Delete Attribute Set: Click to delete the Attribute Set. If any of the Attributes have been answered, a warning symbol will be shown next to the option, as in the screenshot above. If it has been answered, ALL answers will be deleted and cannot be reinstated so only do this if you are certain.
Action: Click for further actions/functions.
Amend Answers: Amending Answers allows administrators to edit or set answers for multiple users in an editable table format.
All users are shown in the table, regardless of whether they have completed the Attribute Set already.
Locate the user for whom you want to change their answers, possibly using the search bar.
Change the answer in place, from the table.
You can save a view of certain searches/filters to come back to at a later date. Help on views can be found here: Views
Copy: If you want to create a similar Attribute Set, you can click “Copy” to have a starting point when creating your next Attribute Set.
Edit: Make changes to this Attribute Set e.g. add new Attributes or change Entitlements.
Move Questions: Attributes can be moved from one Attribute Set to another.
Complete the wizard:
Target Form: Select the Form/Attribute Set to which you are moving the questions.
Questions: Select which questions you are moving. If a question is dependent on another question’s answer or another question is dependent on it, that question must be moved too.
OK: Once happy, click “OK” to move the selected questions to the new Form/Attribute Set.
Repeat the steps to move other Attributes to a different Form/Attribute Set.
Delete: Click to delete the Attribute Set. If any of the Attributes have been answered, a warning symbol will be shown next to the option, as in the screenshot above. If it has been answered, ALL answers will be deleted and cannot be reinstated so only do this if you are certain.
Answer Table: The Answer Table allows you to view all Attribute completions in a table format. You can select which Attributes (columns) you want to display, reorganise the columns, sort, filter, and export.
You can save a view of certain searches/filters to come back to at a later date. Help on Views can be found here: Views
Charts: Charts can be a very easy way to visually see how users have answered Attribute question in a Set. A Chart will be shown for each Yes/No, Yes/No/Maybe, Single Select, and Multi Select Attribute in the selected Attribute Set.
You can save a view of certain searches/filters to come back to at a later date. Help on Views can be found here: Views
Queries: You can create Queries to find users who answered Attributes in particular ways. This guide will help you create Form Queries: Form Queries
Print Forms: You can print all the completed versions of an Attribute Set if you want a PDF or hard copy.
If desired, filter the completed Forms using the search bar, and filters.
Right-click on the page and select “Print”.
Follow your browser instructions to print.
Using Attributes
Once you have created your Attribute, it will be available in a variety of places, depending on the type:
Member Attributes: You can find these on Members' profiles and in the Member Directory.
Horse Attributes: You can find these on Horses' profiles and in the Horse Directory.
Equestrian module only.Vehicle Attributes: Add these in Vehicle Types, and view on the Vehicle’s profile pages and in Browse Vehicles.
Vehicles module only.Subscription Resource Attributes: Add to a Resource Set, and view on each Resource page.
How to Display an Attribute in the Member Directory
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Navigate to Information > Member Directory.
Click on the light blue “Columns” button at the top-right of the directory table.
Select your
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Attribute, usually near the bottom, sorted by Attribute Set.
The column will be displayed at the right-hand end of the table.
Drag the column heading to reposition
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the column.
Click the column heading to sort the column in ascending order, and click again to sort in descending order.
How to Filter a Member List by a User Attribute
Go to Email > Member List Manager
Click Edit or Add New
Scroll down to Design
Click Select Property and scroll down to the third section “Attributes”
Select an attribute on which to filter your member list
Build your filter e.g. if your attribute is “Health Issues” you may have one of the following:
“Health Issues” contains “asthma”
“Health Issues” “is not null or empty”
“Health Issues” does not equal “none”
If your attribute is of another type e.g. a date or number, you will have different filtering options.
infoThe instructions are virtually the same for similar Attributes in the Horse Directory, Browse Vehicles, and when looking at Resource Sets.
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Learn more about Vehicles in this guide: Vehicles |
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Learn more about Resources in this guide: Resources |
Using an Attribute in a Member List
Attributes can be used as criteria in Member Lists. Learn more about Member Lists in this guide: Member Lists
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