Every school track specific detail that are essential to its community but aren't always in a standard system. With Custom Fields, a school can now easily create its own data fields for students, employees, and guardians. Think of it as adding custom labels to perfectly organize the information that matters most to the school, without any technical help.
· Examples in Action:
o For Students: Add a "Bus Route," or "Allergy Information" field.
Explanation of Custom Data Types
When creating a custom field, a "Data Type" needs to be selected. This determines what kind of information can be entered and how it will be displayed. Choosing the right type helps keep your data clean and organized.
Here’s a simple guide to each one:
1. String
· What it is: A short line of text for simple, single-line answers.
· When to use it: For names, labels, codes, or any short piece of information.
· Examples:
o "Library Card Number"
o "Room Number" (e.g., "Room 204B")
2. Integer
· What it is: A whole number (without decimals). It's for counting things.
· When to use it: For quantities, counts, or any numerical value that doesn't need to be broken down into fractions.
· Examples:
o "Number of suitcases"
o "Locker Number"
o "Years of Service" for staff
3. Boolean
· What it is: A simple "Yes" or "No," "True" or "False" option, often represented by a checkbox (☑ for Yes, ☐ for No).
· When to use it: For flags or indicators where only two opposite answers are possible.
· Examples:
o "Plays Instrument?" (Yes/No)
o "Permission for School Photos?" (Yes/No)
o "Has Allergies?" (Yes/No)
4. Decimal
· What it is: A number that can include a decimal point for precise values.
· When to use it: For measurements, financial amounts, or any number that requires precision.
· Examples:
o "Material Fee" (e.g., 25.99)
o "Height in meters" (e.g., 1.65)
5. Date
· What it is: A specific calendar date. The field will typically provide a calendar picker to ensure the format is always correct.
· When to use it: To record any event that happens on a particular day.
· Examples:
o "Vaccination Date"
o "Internship Start Date"
o "Last Dental Check-up"
6. Memo
· What it is: A large box for long, multi-line text, perfect for notes or descriptions.
· When to use it: When you need to write a paragraph or a lot of text, far more than a single line.
· Examples:
o "Behavioral Notes"
o "Individual Education Plan (IEP) Summary"
o "Staff Professional Development Goals"
7. Dropdown List
· What it is: A pre-defined list of options where the user can only select one. This ensures consistency and prevents spelling errors.
· When to use it: When you have a specific set of possible answers and you want to standardize the data.
· Examples:
o T-Shirt Size: (Small, Medium, Large, X-Large)
o Primary Transportation: (Bus, Car, Walk, Bike)
By selecting the appropriate data type, you ensure that the data collected is accurate, easy to search, and meaningful for reports.
Steps:
a) Click the Add Button to add a New Field.
b) Click the Edit Button to change or update a Field.
c) Complete the fields and make note of required fields.
d) Category: This can be used to group the different fields together.
e) Entity Name: Selection for Student, Employee or Guardian.
f) Data Type: Type of Information that needs to be captured. See Explanation above.
g) Drop Down Values: This is only available for the Dropdown List data type.
h) Display Order: This determines the Order in which the fields are displayed on the Profiles.
i) Visible To Role: Fields can be controlled and be visible for a Role. Empty is visible for all Roles
j) Field is Required: This will force users to capture the information and flag it as required.
k) Use For Enrolment: These fields will also be available on the Enrolment Wizard and Online Enrolment Form.
l) Click the Save Button.
The Capturing of the Information for the custom fields can be found on:
· Profiles (Student/Guardian/Employee)
· Enrolment Wizard
· List Edits (Student/Guardian/Employee)
Example: Student Profile
The Reporting of the Information for the custom fields can be found on:
