Manage custom fields
Manage custom fields to tailor your Eventflow platform, allowing you to capture and display additional information specific to your teams and users.
How to Manage Custom Fields:
Navigate to Custom Fields:
Go to the Dashboard.
Select Admin from the menu.
Click on Custom Fields.
Manage Your Custom Fields:
From this page, you can add, edit, and manage your custom fields for each team.
Understanding the Importance of Custom Fields in Eventflow
Custom fields play a crucial role in capturing and organising data specific to each team in Eventflow. They allow you to store key team-related information—such as stand numbers, billing references, access requirements, or account managers—giving you complete control over what data is collected and how it's used across the platform.
When configured correctly, custom fields can be displayed on the 'View Team' page (if set to visible), and are used to generate detailed admin reports, such as Form Entry Reports. This ensures that the information you collect is both accessible and actionable.
A powerful feature of custom fields is how they integrate across the system:
They are referenced in communications, both internally (to admins or team organisers) and externally (in automated emails or content).
For example, if you create a custom field for “Stand Number” and assign values to each team, that stand number can then appear on their forms, be shown in email comms, and automatically feed into reports—without needing to re-enter the same data multiple times.
By properly managing and utilising custom fields, you enhance data visibility, improve the team experience, and streamline event operations across the Eventflow platform.
How to Add a Custom Field
Follow the steps below to add a custom field in Eventflow:
Navigate to Manage Custom Fields
Go to Dashboard / Admin / Custom Fields.
In the top right corner of the page, click the Add button to begin creating a new custom field.
Enter the Custom Field Label
In the "Label" field, type the name of the custom field. This is the label that will appear for the field on the platform, so be clear and descriptive (e.g., "Stand Number", "Sponsorship Level").
Select the Field Type
Under the "Type" dropdown, choose whether the field is a Text Field (allowing users to enter text) or a Yes/No option (offering a simple true/false toggle).
Please note that the field type cannot be changed once selected, so choose carefully.
Enter a Placeholder (Optional)
In the "Placeholder" field, enter example text or a prompt to guide users on how to fill in the field (e.g., "Enter team size here").
Add a Description (Optional)
In the "Description" field, you can provide more details about the field's purpose and usage. This will help users understand why the field is being collected (e.g., "This field is used to capture the number of team members for each team").
Set Visibility Options
Display to teams?: Toggle whether the field should be visible to teams on the 'My Team' page. If disabled, only admins will be able to see this field.
Display to stand shares?: If enabled, this field will also be shown to Stand Shares (e.g., for collaborative events or booths).
Save the Custom Field
Once all fields are complete, click Submit to save the custom field.
If you decide not to add the field, click Cancel to discard any changes.
Additional Notes:
Make sure to configure visibility settings to ensure that the right users have access to the custom field.
How to Edit a Custom Field
Follow the steps below to edit an existing custom field in Eventflow:
Navigate to Manage Custom Fields
Go to Dashboard / Admin / Custom Fields to access the list of your existing custom fields.
Select the Custom Field to Edit
On the Manage Custom Fields page, you'll see a list of all your custom fields.
Click on the name of the custom field you wish to edit. This will open the Edit Custom Field page.
Update the Custom Field Label
In the "Label" field, update the name of the custom field as needed. This will change the name displayed for the field across the platform (e.g., "Team Size" could be updated to "Team Members").
Field Type
The Type field will display the current field type, but this cannot be changed after the field has been created.
You can view whether it's a Text Field or Yes/No option, but this setting is locked after the field is saved.
Edit the Placeholder
In the "Placeholder" field, update the example text or prompt that appears inside the field. This will guide users on what to enter in the field (e.g., "Enter number of team members").
Update the Description
In the "Description" field, you can update or add more details about the field's purpose. This helps provide clarity on why you're collecting this information (e.g., "This field captures the number of members in each team").
Set Visibility Options
Display to teams?: Decide whether the custom field should be visible to teams on the 'My Team' page. If you disable this, only admins will be able to see this field.
Display to stand shares?: If enabled, the custom field will also be displayed to Stand Shares, allowing them to view the same data.
Save Your Changes
Once you’ve made the necessary updates, click Submit to save the changes to the custom field.
If you decide not to save any changes, click Cancel to discard the edits.
Additional Notes:
Custom fields can be used to collect important data for your teams, and editing them ensures that your information is kept up-to-date and relevant.
If you modify the visibility settings, be sure to communicate the changes with the relevant teams to avoid confusion.
How to Delete a Custom Field
Follow these steps to delete a custom field from Eventflow:
Navigate to Manage Custom Fields
Go to Dashboard / Admin / Custom Fields to access your list of custom fields.
Select the Custom Field to Delete
On the Manage Custom Fields page, you’ll see a list of all your existing custom fields.
Tick the checkbox next to the custom field you want to delete.
Click the Delete Option
After selecting the custom field, look for the Delete button in the top right corner of the page.
Confirm Deletion
A warning message will appear: "Delete field This field will be deleted permanently, are you sure you want to continue? This action can't be undone! Type 'CONFIRM' to continue."
To proceed with the deletion, type CONFIRM in the text box.
Delete Forever
Once you've typed 'CONFIRM', click the Delete Forever button to permanently delete the custom field.
Important Notes:
Deleting a custom field is a permanent action and cannot be undone. Be sure that the field is no longer needed before proceeding.
Deleting custom fields will remove any data associated with them, which may affect content or reporting across the platform. Make sure you’ve reviewed and backed up any important information before deletion.
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