Watch a (1:55) video tutorial on User-defined Fields
What are User-defined Fields?
Family and Student User-defined Fields (5 of each) are custom fields you create that allow you to capture and store additional information that is important to your organization such as coupon numbers, past skill achievement, association membership numbers, etc.
How are User-defined Fields Created?
The User-defined Fields are created and edited from the Tools menu > Edit Settings > User-defined Fields.
User-defined Fields in Online Registration
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 Tools menu > Online Web Registration > Field Options/Labels in the Family Information and Student Information sections.
User-defined Fields in the Parent Portal
In the Parent Portal you can set a user-defined field to:
- Hidden (field will not appear in the portal)
- View Only (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 Tools menu > Parent Portal > Settings tab.
Where are the Answers to the User-defined Fields Stored?
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.
Answers to the Student User-defined Fields are saved and stored on the Misc tab of the Student record. These fields will also appear in several searches and reports throughout Jackrabbit.
Reporting on User-defined Fields
Use Search from the Families menu to report on Family User-defined Fields by changing the Display Setting Show Family User-defined fields? to Yes.
Optionally, you can enter specific values for a User-defined Field to search for Families who have that specific value.
Organize carpool with a Family User-defined Field "Carpool Y/N?". Use Families > Search to create a list of families, with addresses, who have said they want to carpool.
Use Search from the Students menu to report on Student User-defined Fields by changing the Display Setting Show Student User-defined fields? to Yes.
In the Families section of the Reports menu, the Parent Portal Log can be used to search for updates to User-defined Fields that parents have made in their portals.
Can Answers to the User-defined Fields be Cleared?
A User ID, with the required permissions, can clear Family and Student User-defined Fields.
There are two User ID permissions required:
- In the Families section of permissions, Clear Answers in Family User-defined Fields (UDF)
- In the Students section of permissions, Clear Answers in Student User-defined Fields (UDF)
From the Families and Students menus, the Clear UDF Answers option will open a window that will ask you which User-defined Field(s) you want to clear.