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Custom Fields are a way for you to capture, store, and report on additional information in your accessplanit platform!
You can create Custom Fields against many different types of items, including Users, Accounts, Courses, Course Templates, Delegates, Opportunities, Invoices, Meetings, Files, Resources, Notes and so many other areas!
Once created, it is not possible to rename or delete Custom Fields, so it is always worth double-checking the options before saving the new field. We recommend that you create your Custom Fields in the Sandbox first, so they can be fully tested.
Gather key information relating to your Delegates, Courses, Accounts and so much more!
Improved Data Organisation
Custom fields allow users to organise and store specific information that might not be available by default in the Platform. This helps in tailoring the platform to suit unique needs, ensuring data is more structured and accessible.
Streamlined Reporting
With the ability to create Custom Fields, you can collect the exact data needed for your reports. This improves the accuracy and relevance of your reporting, enabling more detailed insights
Key Terms and Glossary
Module
The module defines where the Custom Field will live, for example, if you are adding a Custom Field to a Course, then the Module would be Course
Page
The Page section allows you to choose which page within the module you want the Custom Field to sit
Section
The Section defines which area within the Page the Custom Field will sit
Share With Modules
Sharing a Custom Field with another module makes it available in that module too (to read, not edit)
Once shared, you can add it as a column in that module’s DataGrids and include it as a merge field in its Email Templates (as long as ‘Include in Text Templates’ is enabled)
Include in Text Templates
This box determines whether or not the Custom Field is available as a merge field in your Text and Email Templates.
Include in Workflows
This determines whether or not the Custom Field is available as a setting Workflows.
Creating Custom Fields
Custom Fields can be added within the following modules:
Courses
Course Templates
Delegates
Courses
Course Templates
Delegates
Users
Companies
Invoices
Opportunities
User Awards
Notes
Tasks
Files
Resources
Product & Services
Meetings
Communications
Price Schemes
Discounts
Opportunity Items
Fees
eLearning
When creating Custom Fields, there are a few things you'll need to fill out:
Name This label will be used on your Custom Field throughout your platform.
Type This is the format of the field. Here, you can create:
Free Text fields
Numeric fields
Checkbox fields
Date fields
Drop-down fields
Multi-select fields
Please Note! Drop-down options have a character limit of 100 characters
Location This is where your Custom Field will be displayed within the platform.
Share With Modules This option can determine which other neighbouring modules can use this Custom Field. For example, a Custom Field in the User module can also be shared with the Delegate module. This means that you can access the information stored in the Custom Field, when you are viewing the shared-with DataGrid.
For example, if you create a Course Template Custom Field called “Content Version” to track which version is currently being delivered, and then share it with the Courses module, you’ll be able to display “Course Template Content Version” as a column in your Courses DataGrids and include it within any Email Templates owned by the Courses module.
Include in Text Templates Ticking this box determines whether or not the Custom Field is available as a merge field in your Text and Email Templates.
Include in Workflows Ticking this box determines whether or not the Custom Field is available as a setting Workflows.
Please note Custom Fields added for Delegates are not currently visible and cannot be updated against eLearning delegates, however, they are visible and can be edited on Class and Web Delegates.
The Custom Fields for eLearning Delegates are only visible in the eLearning Delegate DataGrid and Smart Grid and can be updated using the bulk edit function.
These fields can also be used in the manage booking step as normal, the same as Class and Web Delegates.
Record custom information against your Notes
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 Custom Field examples on a Note Top Tip You can already categorise your Notes using Note Types, these are configured in Custom List Items.
Record custom information against your Tasks
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 ‘Completion Date’ date Custom Field Top Tip You can already categorise your Tasks using Task Types and update your Task Statuses, these are both configured in Custom List Items.
Record custom information against your Meetings
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 Example Meeting Custom Fields
Record custom information against your Files
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 'Department Owner' drop-down Custom Field
Record custom information against your Products & Services
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 'SKU Number' free-text Custom Field
Record custom information against your Communications
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’) ‘Communication Status’ drop-down Custom Field
Record custom information against your Price Schemes
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’)
Record custom information against your Discounts
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 'Discount Review Date' date Custom Field
💁🏼♀️ Record custom information against your Opportunity Items
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 ‘Customer Notes’ free-text Custom Field
Record custom information against your Fees
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’) 'Fee Justification' drop-down Custom Field Learn More Learn how to
Using Custom Fields as email recipients
If you have a Free Text Custom Field on your platform that you would like to use as a recipient for a Workflow Template, this is possible, however, the Module of the Workflow Template must match the Module of the Custom Field.
The Include in Text Templates and Include in Text Templates checkboxes will need to be ticked for the Custom Field too.
For example, if you have a User-based Custom Field labelled 'Secondary Email Address', you will be able to send emails to this Custom Field email address, when you are using the User module in your Workflow. For that example, you would use the below as the recipient within the Advanced function:
[ParseEmailAddress(@@CF_Secondary_Email_Address)]
Please Note
As this is a Free Text field, any data can be input here, and so if an admin enters anything other than an email address in this field and the object then triggers the workflow, there will be an error.
Where to find Custom Fields
Click on the Profile Icon at the top right-hand side of the platform and select Administration: From the Administration menu, click the menu option Custom Fields This will open the Custom Fields DataGrid
Custom Field Management
Learn how to create and manage Custom Field in your platform:
Can I search using my Custom Fields in my DataGrids?
This isn’t possible but it is possible to apply filters using your Custom Fields!
Can I Delete 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.
Once created, is it possible to change the order in which Custom Fields appear in the Form?
Yes, it’s possible to go back to Administration > Custom Fields and edit your Custom Field - changing the Section. Re-Adding it to a section, and saving will add it to the bottom of that section of the form.
Once a drop-down box Custom Field has been Created, is it possible for us to change the options included?
Yes, this is possible! Just edit the Custom Field from the Custom Fields DataGrid in Administration and add your new options.
How do I edit Custom Fields, and what are the limitations?
Go to Administration > Custom Fields, right-click the field, and select Edit What can I change? The section it appears in Drop-down list options Share it with additional modules What can't I change? Field name Workflow and Text Template settings (these must be set at creation) Can I delete a Custom Field? We recommend hiding it via Configure Forms instead If you ultimately need to delete the field, contact the support team Tip: Double-check all settings before saving — most are locked after creation
Can a Custom Field be renamed?
No! Custom Field names cannot be edited/changed
Why would I share a Custom Field with another module?
Sharing a Custom Field with another module makes it available in that module too. Once shared, you can add it as a column in that module’s DataGrids and include it as a merge field in its Email Templates (as long as ‘Use in Email Templates’ is enabled). For example, if you create a Course Template Custom Field called “Content Version” to track which version is being delivered, and then share it with the Courses module, you’ll be able to display “Course Template Content Version” in your Courses DataGrids and use it within any Email Templates owned by the Courses module.
Why are my custom field drop-down options not displaying in the expected order?
All Custom Field drop-down options are displayed in alphabetical order.
How do I search or filter by my Custom Fields in DataGrids?
You can't search by Custom Fields in DataGrids, but you can filter by them. Here's how: First, make sure your Custom Field is added as a column in the DataGrid, if it's not visible yet, add it via the column management options Once the column is present, use the DataGrid's filter functionality to create a filter rule based on your Custom Field Select the Custom Field from the filter options, choose your operator (e.g., "Is In", "Is Not Empty", etc.), and set the value Save and apply the filter Please note: When a Custom Field is shared across multiple modules (e.g., Courses, Users, Venues), it appears in DataGrids with a prefix indicating which module it belongs to. For example: A field called "Region" shared from the Courses module might appear as "Course - Region" The same field in the Users module would show as "User - Region" This prefix helps you identify which module's Custom Field you're filtering on, especially when the same field name exists across multiple modules.
How do I add or edit custom fields for users or courses?
Here's how to add or edit custom fields for Users and Courses in accessplanit: Creating a Custom Field The process is the same for both — you just select a different Module during setup: Go to Administration (from the profile menu at the top-right) → Custom Fields Click Add Custom Field at the top of the DataGrid Fill in the details: Name: Give your field a label Description Type: Choose from Text, Number, Date, Checkbox, or Drop Down List Module: Select User or Courses depending on where you want the field Page & Section: Choose where the field will appear on the record Optionally configure: Share with Modules: Make the field visible in related DataGrids (e.g. Delegates, Placeholders) Include in Text Templates: Makes it available as a merge field in emails Include in Workflows: Makes it available as a workflow rule Include in Audit Logs: Tracks changes to this field Click Save & Close ⚠️ Important: The "Include in Text Templates" and "Include in Workflows" options cannot be enabled after creation, so tick them now if you think you might need them.
