Family and Student User-defined Fields (UDF), 5 of each, are custom fields you create that allow you to capture and store additional important information for your organization. These are a few examples:
- Parents agreement to allow you to use their child's photo in your promotional materials
- Coupon numbers
- Past skill achievements
- Association membership numbers
Expand each section for more details on User-defined fields.
Create User-Defined Fields
The Family and Student User-defined Fields are created and edited from the Gear (icon) > Settings > General > User-defined Fields (left menu).
Online Registration Form Settings
On your Online Registration form, you can set a User-defined Field to:
- Hidden (field doesn't show on the registration form).
- Optional (field shows but the parent can leave it blank).
- Required (parent must provide a response).
These settings are accessed from the Gear (icon) > Settings > Online Registration > Field Options/Labels in the Family Information and Student Information sections.
Parent Portal Settings
In the Parent Portal, you can set a User-defined Field to:
- Hidden (the field will not appear in the portal)
- View Only (the field will be visible in the portal but the parent cannot edit it)
- Can Update - Optional (field shows and the parent has the option to edit it)
- Can Update - Required (parent must complete the field).
These settings are accessed from the Gear (icon) > Settings > Parent Portal > Settings (tab).
In the Parent Portal, making a User-defined Field required will notify the parent that they need to give you more information. A notification badge will appear in their portal indicating that additional information has been requested. Note: It does not prevent the parent from enrolling their student(s) in classes.
Locate UDF Answers
Location in a Family Record - Misc Tab
Answers to the Family User-defined Fields are saved and stored on the Misc tab of the Family record. These fields will also appear in several searches and reports throughout Jackrabbit.
Location in a Student Record - Misc Tab
Report on User-defined Fields
All Families List
Go to the Families (menu) > All Families to report on Family User-defined Fields. Filter for Family User-Defined Fields, enter the information in the selected field, click Apply, and the filtered list will populate on the page.
To display the column with the user-defined field information, use the column menuand select the specific User-defined field column you would like to see on the list. For the example below, you would select Membership (Y/N).
All Students List
Go to the Students (menu) > All Students to generate a list of Student User-defined Fields. Filter for User-Defined Fields, enter the information in the selected field, click Apply, and the filtered list will populate on the page.
To display the column with the user-defined field information, use the column menuand select the specific User-defined field column you would like to see on the list. For the example above you would select Membership (Y/N).
Jackrabbit grids allow you to group, sort, or filter specific information, and more. Refer to Work with Grids (Tables) in Jackrabbit for helpful information.
Parent Portal Log Report
The Parent Portal Log, located in Reports (menu) > Find Reports > Families/Students > Families (tab) can be used to search for updates to User-defined Fields that parents have made in their portals.
From the Filter Option criteria drop-down, select User Defined Field Changes and select a date or date range to view the activity for. Click Submit.
Sample Parent Portal Log Results
Clear Answers in User-defined Fields
A User ID, with the required permissions, can clear Family and Student User-defined Fields. This is helpful when starting a new session that requires updated information.
There are two User ID permissions required:
- In the Families Category of User Permissions, Clear Family User-defined Fields
- In the Students Category of User Permissions, Clear Student User-defined Fields
To clear all User-defined fields go to Families (menu) > All Families or Students (menu) > All Students, and leave the 1st column unchecked to select all. Click the mass actions (icon) and select Clear UDF Answers. In the pop-up window, toggle the user-defined fields you want to clear and click Clear.
Note: Use the checkboxes in the 1st column of the grid if you want to select a group of families or students to clear their User-defined field answers only.