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Custom Fields

Custom Fields let you track your own information on every person record — things B1 doesn't have a built-in field for, like a background-check expiration date, a T-shirt size, or a baptism class status. You define a field once in Settings, then fill in a value on each person's profile and search or build lists on it. This replaces the older workaround of creating a People form just to store a single piece of custom data.

Before You Begin

  • You need People edit permission to define fields and to fill in values, and access to the Settings area. Anyone with People view permission can see the values. See Roles & Permissions.
  • Decide what you want to track and which type fits best (text, a number, a date, a yes/no answer, or a pick-list) before you start.

Opening Custom Fields​

In B1 Admin, go to Settings in the left sidebar and select the Custom Fields card. You can also go straight there at /settings/custom-fields. You'll see a list of every field you've defined, showing its Name and Field Type. If you haven't created any yet, the panel reads "No custom fields have been added yet."

Adding a Field​

  1. Click Add Field.
  2. In the editor that opens on the right, enter a Name — this is the label staff will see on person profiles and in search (for example, Background check expires).
  3. Choose a Field Type:
    • Textbox — free-form short text.
    • Whole Number — numbers without decimals (for example, a count).
    • Decimal — numbers that can include decimals.
    • Date — a calendar date.
    • Yes/No — a simple yes-or-no answer.
    • Multiple Choice — a pick-list. When you choose this type, a choices editor appears so you can add each option people can select from.
  4. Click Save.

The field is now available on every person's profile.

信息

The field types are the same set used for form questions, so values behave consistently across B1.

Editing a Field​

Click any field row in the list to reopen it in the editor. Change the name, type, or choices and click Save.

注意

Changing the Field Type of a field that already has values (for example, from Textbox to Date) can leave previously entered values in a format that no longer matches the new type. Change types with care once staff have started filling the field in.

Deleting a Field​

Open a field for editing and click Delete. You'll be asked to confirm: "Are you sure you wish to delete this custom field? Its stored values will also be removed." Deleting a field permanently removes it and every value stored for it on all people — this cannot be undone.

Filling In Values on a Person​

Once at least one custom field exists, its values live right alongside the built-in details on each person's record — you view them in Personal Details and edit them on the same form you use for the rest of the person's information. Nothing extra appears until you've defined your first field.

  1. Open a person's record in People.
  2. In the Personal Details section, click the Edit (pencil) button.
  3. Scroll to the Custom Fields area at the bottom of the edit form and fill in a value for each field. Each field shows the input that matches its type — a date picker for Date fields, a yes/no dropdown for Yes/No fields, a pick-list for Multiple Choice, and so on.
  4. Click Save. Your custom-field values are saved together with the rest of the person's details.

Back on the profile, any field that has a value now shows in the Personal Details section (Yes/No answers read as Yes or No, and Multiple Choice shows the option's label). Fields left blank are simply hidden. To remove a value, edit the person, clear the field, and save — an empty value is deleted from the record rather than stored as blank.

提示

The classic use case is volunteer safety: create a Date field called Background check expires, record each volunteer's date, then build a Saved List that flags anyone whose date has passed.

Searching and Building Lists on Custom Fields​

Custom fields are fully searchable:

  1. On the People page, open the Advanced Search.
  2. Expand the Custom Fields category.
  3. Check the field you want to filter on, choose an operator, and enter a value. The operators offered match the field's type:
    • Textbox — contains, equals, starts with, ends with.
    • Whole Number / Decimal — equals, greater than, greater than or equal, less than, less than or equal.
    • Date — equals, after (greater than), before (less than).
    • Yes/No — equals Yes or No.
    • Multiple Choice — equals or contains one of the choices.

Save any custom-field search as a List. Lists are live queries, so a list built on Background check expires is before today re-checks every person each time you open it — no manual upkeep.

What Happens on Merge​

When you merge two person records, custom-field values carry over automatically. The person you keep holds on to their own values; for any field where only the removed person had a value, that value is copied over so nothing is lost.

  • Searching People — advanced search, including the Custom Fields category
  • Saved Lists — save a custom-field search and re-run it live
  • Roles & Permissions — who can define fields and edit values
  • Creating Forms — for multi-question data collection where a full form fits better than single fields