CampSite profile pages come with a standard set of fields for storing data. To store additional data not included in our standard fields, camps can create their own "custom" fields.
Admin users then enter data into those fields from the profile page; in mass by editing an Advanced Report; or by importing a .CSV. Click here to learn more about all 3 methods of inputting data into custom fields.
Note that end users cannot see custom fields, with one exception - click here to learn more.
For example, all camper profile pages include the basic data fields shown in annotation #1 above. Annotation #2 shows examples of "permanent" custom fields for storing a camper's alumni ID, and whether or not the camper's been sent a welcome packet.
In this article, learn about:
Creating Custom Fields
Custom fields are managed from the Admin page, within the respective module tab. For example, the screenshot above shows custom fields for Camper profiles.
Custom Field Scopes
There are different types (i.e. "scopes") of custom fields for each type of profile page. The scope determines how frequently data is stored within the field and thus where the field appears on the profile page.
Permanent field: Only one value can be stored for each person.
Yearly field: One value can be stored per database year, for each person.
Session field: One value can be storedper session, per year, for each person.
Event field: (for CampSite's Events module) One value can be stored per event, per year, for each group or guest.
Salary field: (for CampSite's Staff module) One value can be stored per year, within the Salary details tab of a staff person's profile. Both types of Salary custom fields are also protected by the "Salary details" admin user permissions, to control which admins have access to the data in these custom fields. Click here to learn more. Also, "Salary amount" fields are summed together for a salary total. Click here for full details on Staff Salary fields.
For example, in the screenshot above, Camp Firewood created a yearly custom field to record a camper's "swim level." This allows admins to store a separate swim level value for each year.
Adding a New Custom Field
- Select the tab that corresponds with which profile pages you want to create the custom field for
- Select the Custom fields side-tab
- Click the link to + Add new custom field
- Name the custom field.
- Choose the input 'type', which determines how you'll input the data you enter into this field. Read more about each type here.
- Choose the 'scope' of how frequently you need to store data in this field.
- Provide additional details (based on the scope you selected)
- Click Submit to create the custom field.
Editing, Rearranging, and Deleting Custom Fields
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Edit the overall settings for a custom field by double clicking the pencil icon.
Note: Not all details are editable after the field has been created. - Rearrange the order that custom fields appear in on the corresponding profile page.
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Permanently delete a custom field by double clicking the delete icon.
Note: You cannot delete a custom field if there's data stored in it currently. If you delete all data stored within the field, you can then delete it.
Tip: You can delete custom field data in mass by editing the field from an advanced report and replacing the current values with a blank value instead. Click here to read about editing custom fields from a report.
Custom Fields on the Profile Page
The location of a custom field on a person's profile depends on the scope.
Permanent Custom Fields
Permanent custom fields are stored on the main tab of a person's profile page, e.g. the 'Basic Info' tab for Campers.
Yearly Custom Fields
Yearly custom fields are stored within each year tab, then within a sub-tab titled Custom fields.
Session Custom Fields
To find session custom fields (for Campers or Staff), select a year tab, then a session tab, then the sub-tab titled Custom fields.
Entering Data into a Custom Field
Admins can enter data into a custom field one person at a time (via their profile page), or in mass via an advanced report.
Custom field data can also be imported via spreadsheet - click here to learn more.
Via an Individual's Profile
Edit/insert custom field values the same way you edit other profile fields.
Double click directly on the current value or the word 'edit...'
Insert/edit a value into the input field and click Ok to save.
Note that the type of input field available is based on 'type' that was selected when the custom field was created.
Custom Fields in Advanced Reports
Add the custom field to an advanced report and then activate the Edit function.
For instructions on how mass edit data through an Advanced Report, click here.
Import Custom Fields
You can also add custom field values in mass by uploading a .CSV with those values.
For help on how to import data into CampSite, click here to read our "Import Data" article.
Parent Dashboard
Custom fields for the Family profile page have a 'visibility' setting that controls whether this field is visible (either read-only, or editable) by the parent when logged into their parent dashboard.
When visibility is 'none', the field does not appear on the parent dashboard and is admin-only, like all other custom fields.
Primary parents can access visible custom fields by opening the "My Account" page, selecting the "Family info" tab, and viewing the "Other information" section.
Staff Salary Fields
In addition to the traditional scopes (permanent, yearly, and session), the Staff module also includes custom fields for storing more salary information. All staff salary custom fields appear within the "Salary details" tab of the Staff profile page along with their basic salary information and staff charges.
There are 2 types of salary custom fields: those for storing "Salary information", and those for "Salary amounts".
Note that both "Salary amount" fields are also protected by our existing "Salary" admin user permissions.
- If a user does not have "Salary" permissions for Staff, they cannot access these Salary fields on the staff profile page.
Salary information fields
Salary information fields are for storing additional salary-related information. You can create any type of field - yes/no, dropdown, small text, etc., and these fields appear and function like all other custom fields.
For payment amounts, use salary amount fields.
Custom salary information fields appear in a separate table, in the middle of the Salary details tab of the Staff profile page. Double click the current value/"edit..." to change insert or edit a value as needed.
Salary amount fields
Salary amount fields are for money/decimal amounts only, and are displayed as line items on the Salary tab of the staff person's profile page. They're then summed together with the staff person's "Base salary" to calculate their total salary.
Select "Salary amount" as the scope. Note that the "Type" will be locked as Money/Decimal. If you need to store non money/decimal data, create a "Salary information" field instead.
Next, select whether or not the salary amount you'll record in this field is taxable.
- All fields where Taxable = Yes will be summed together on each Staff person's profile for a 'Total taxable salary' and total 'Adjusted taxable salary' amount.
- All fields where Taxable = No will be summed together on each Staff person's profile for a 'Total salary' and total 'Adjusted salary'
Salary amount fields can also be re-arranged to control the order in which they appear on the Staff profile page.
Click the rearrange icon and then drag & drop each field into the desired order.
Custom salary amount fields appear in the bottom section of the Salary details tab of the Staff profile page.
Double click the current value/"edit..." to insert or edit a value as needed.
Total and Adjusted Salaries
CampSite will autocalculate the Total Salary; Total Taxable Salary; Total Charges; Adjusted Salary; and Adjusted Taxable Salary amounts at the bottom of the salary amounts table.
To learn how these amounts are calculated, click here to read our support article on the Salary details tab.
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