Custom Fields Overview

Notes are an excellent way to keep your team informed and track updates to items throughout your platform.

Here are examples of the type of information you can store about Notes within Custom Fields:

• Escalation Flag
  Used to highlight that a Note must be reviewed by a senior member of the team

• Department / Team
  Used to categorise which team is responsible for the Note

• Status
  Used to identify if any more activity is needed (e.g. 'Open', 'Closed')

• External Reference
  Used to store links or IDs from other systems or websites relating to the Note content

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Custom Field examples on a Note

Tasks can be used to manage your personal and team to-dos. Tasks are mapped directly to your Courses, Delegates, Users, & Accounts so that you can manage them in one central platform, and see at a glance what you and your team still have left to complete before a Course begins or an Invoice is processed, for example.

Here are examples of the type of information you can store within Custom Fields about Task:

• Estimated Duration (hrs)
  Used to provide an idea for how long the Task would take to complete

• Completion Date
  Used to record the date the Task was completed on (vs the due date)

• Dependencies / Waiting For
  Used to outline what activity or tasks need to be completed before this Task

• Task Cost
  Used to record budget or cost elements for the Task’s completion

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‘Completion Date’ date Custom Field

Meetings are where you can keep a log of past and future, internal and external meetings.

Here are examples of the type of information you can store within Custom Fields about Meetings within your platform:

• Meeting Location
  Used to provide the virtual or physical location/address of the meeting

• Meeting Type
  Used to categorise meetings (e.g. ‘Formal’, ‘Catch-up’, ‘Internal’)

• Meeting Status
  Used to record the current status of the meeting (e.g. ‘Scheduled’, ‘Cancelled’, ‘Held’)

• Follow-up Date
  Used to record when tasks/actions from the meeting should be followed up

• Next Meeting Date
  Used to record when the next meeting will be held

• Meeting Rating
  Used to record satisfaction levels of the meeting

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Example Meeting Custom Fields

Files are any documents that you would like to upload for use and reference throughout your platform. Files are commonly used for Course information including Course documentation, maps, and terms and conditions. They can also be used to upload emails, letters, and confirmation details.

Here are examples of the type of information you can store within Custom Fields about Files within your platform:

• Expiry Date
  Used to record the date that the File must be updated by

• Approval Status
  Used to record whether the File has been signed off (e.g. ‘Pending’, ‘Approved’, ‘Rejected’)

• Confidentiality Level
  Used to record whether the file must be kept as an internal File only (e.g. ‘Internal Only', 'Public’)

• Department / Team
  Used to categorise which team is responsible for the File

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'Department Owner' drop-down Custom Field

Products & Services are any additional, non-course items that you’d like to sell to your customers. This includes hotel bookings, Course materials and equipment, or additional fees such as exam fees.

Here are examples of the type of information you can store within Custom Fields about Products & Services within your platform:

• SKU/Item Number
  Used to record the Products unique code for inventory tracking

• Supplier & Contact Details
  Used to capture the name and contact information of the supplier for ordering stock

• Lead Time
  Used to record the time required to process the delivery or service

• Warranty
  Used to record any information about warranty or guarantees on the Product

• Cost to Sell
  Used to store the cost to the business to sell this Product & Service

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'SKU Number' free-text Custom Field

Communications are messages that have been sent from your accessplanit platform or manually logged additional interactions, such as phone calls with customers.

Here are examples of the type of information you can store within Custom Fields about Communications within your platform:

• Sent From
  Used to record who sent / is responsible for this Communication

• Follow-up Date
  Used to set when this Communication should be followed up

• Campaign
  Used to record if this Communication relates to a marketing campaign

• Status
  Used to record whether the communication has been sent yet (e.g. ‘Draft', ‘Sent’, 'Archived’)

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‘Communication Status’ drop-down Custom Field

Price Schemes are groups of customers that can be given different/preferential rates on your Courses.

Here are examples of the type of information you can store within Custom Fields about Price Schemes within your platform:

• Description
  Used to provide a free-text outline of when this Price Scheme is to be used, and on which Courses

• Type
  Used to categorise Price Schemes (e.g. ‘Corporate Rates’, ‘Charity Schemes’)

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Discounts are a great way to encourage bookings and reward your customers! You can offer Discounts in various scenarios, including early bird bookings, loyalty from attending previous courses, or as an exclusive offers for key customer Accounts.

Here are examples of the type of information you can store within Custom Fields about Discounts within your platform:

• Category
  Used to categorise Discounts (e.g. ‘Seasonal’, ‘Promotional’, ‘Loyalty’, ‘First Time Customer’)

• Description
  Used to provide a free-text outline of when Discounts are valid, and on which Courses

• Review Date
  Used to record when Discounts should be checked and updated

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'Discount Review Date' date Custom Field

Opportunity Items are the Courses that your customer has enquired about as a part of the Opportunity.

Here are examples of the type of information you can store within Custom Fields about Opportunity Items within your platform:

• Preferred Delivery Date(s)
  Used to record the customer’s preferred dates for a Course-based Opportunity Item

• Priority Level
  Used to record how important this item is to the customer (e.g. ‘High’, ‘Medium’, ‘Low’ or ‘Mandatory’, ‘Optional’)

• Customer Notes
  Used to record any additional information provided by the customer or custom pricing notes

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‘Customer Notes’ free-text Custom Field

Fees are additional costs and expenses relating to your Courses. They are costs to your business or costs that you plan to recharge back to your customer.

Here are examples of the type of information you can store within Custom Fields about Fees within your platform:

• Approval Status
  Used to record whether the fee has been accepted (e.g. ‘Pending’, ‘Approved’, ‘Rejected’)

• Fee Justification
  Used to define the purpose of the fee (e.g. ‘Trainer Expenses’, ‘Late Penalties’, ‘Service Fee’, ‘Material Costs’)

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'Fee Justification' drop-down Custom Field

1. Click on the Profile Icon at the top right-hand side of the platform and select Administration:

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2. From the Administration menu, click the menu option Custom Fields

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3. This will open the Custom Fields DataGrid

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This isn’t possible but it is possible to apply filters using your Custom Fields!

Best practice is hiding Custom Fields from view via the Configure Forms option, however, if you do need us to Delete a Custom field, we recommend contacting the Support Team (01524 398 841) - in order to delete the field, the support team will need to be contacted within 15 minutes of the field creation.

Yes, this is possible! Just edit the Custom Field from the Custom Fields DataGrid in Administration.