Custom Attributes Explained

Store anything in Class Manager with Custom Attributes. This article explains what these are and how to add them to your forms

Custom attributes allow you to store additional and unlimited data of your choice.

By default, our software ships with some basic data fields that you would expect to see. For example:

First Name / Last Name
Date of Birth
Address

However, if you need more options, this is when custom attributes come into play. For example, say you would like to store photo consent for a student? You could add a yes/no attribute to the student to achieve this.

How do I create a custom attribute?

Click < to the right of Settings.
In the expanded menu click Custom Attributes.
To create a new custom attribute then click on Create.
Choose the right attribute type, for example we are going to use a Checkbox which allows a yes/no answer.
Give the attribute a name, this name will be the header that shows when you go to apply it. We are going to call ours 'Photo Consent'.
You will then need to pick where the attribute will be attached to, we are going to pick 'Student'.
You will now be able to choose where this custom attribute shows. You will be able to select from the checkboxes. These options allow you to control the custom attribute on the portal.

Choosing an attribute type

You have the option to chose one of the following types, below we explain each of the types and provide an example where it is best suited-

Text - This is best for a word or a few words that cannot be in a list. On many occasions, it is also a great choice when none of the other attribute types are a good fit.

Example - You want to store a nickname for students.
Decimal Number - This is best when storing something numerical that isn't a whole number (another option exists for that).

Example - You want to store the hourly rate for a room.
Whole Number - This is best when storing something numerical that doesn't require decimals.

Example - You want to maintain an Association Registration Number for a Staff member.
Checkbox - Checkboxes are great for anything that you would like agreed to or disagreed with.

Example - You keep track of the Photo Consent that has been given for each of your Students.
Checkbox Required Yes - This new custom attribute means the customer MUST agree before they can proceed with enrolment. Useful for additional agreements when a customer is registering.

Example - Any confirmation statements like: I hereby certify that the information provided above is true and correct.
Date - Quite self-explanatory, date type is the best way to store anything date related.

Example - You keep the Expiry Date of Professional Registrations for Staff members.
Text Area - The text area is an alternative to Text that allows multiple lines and is suitable for larger parts of texts.

Example - You might keep Instructions for Locking Up for a Venue.
Select List - The Select List is a great option to keep your data organised if you have a limited set of outcomes. The select list is suited for when only one option is suitable per selection (see multi-select if more than one option could be selected at once).

Example - You keep track of the Educational School that your Student attends.
Multi-select List - A multi-select list is another great option to keep your data organised. This is only applicable if you have a limited set of options to define in advance. However, with a multi-select list, you can assign more than one of them at a time.
Example - You keep a list of medical conditions for each of your Students.
You can list all the medical conditions, but a single student may have more than 1 that apply.

Still stuck on making a choice? Our support team are always here to help!

Why is it so important to get it right?

So, you could use Text for any example. However, you might regret it in the future. Let's stay for example you want to record Educational School for a student, for the school they attend.
If you choose Text for this, over time it's likely you'll store many variations. For example:

King William High School
KWHS
King William High Sch
King William High
KW

And the list goes on... When you come around to reporting on this, finding out how many students go to a particular school will be a frustrating task. So for this example, a Select List would be more advantageous.

Attach the attribute

Lastly, you need to say what data you would like to keep this extra information on. This can also be more than one type. As of writing your options are:

Customer
Student
Staff
Venue
Room
Class

Company
Leads

How to apply a custom attribute?

In this example, we are going to look at applying a custom attribute with the checkbox type to a student. The method of using a custom attribute is pretty similar to any other custom attribute type.

First, we need to find the student to apply the attribute to. For this example, head to Students > View All

Then select the student from the list that you wish to apply the custom attribute on

You will land on the Basic Information page for the Student; this is also where the custom attributes are held.

You can then find custom attributes in a section named Additional Information.

In the centre of the page, you will see your custom attributes. This example is the check box option, either yes or no. Just click the box you want to apply.

After making all your choices and checking if they are correct, you are ready to go ahead and save your changes.

How to export a report of custom attributes?

To get detailed insights from your custom attributes, you can export a report of the values entered for each custom attribute. This feature allows you to download a report that includes all the data tied to a specific custom attribute.

Click < to the right of Reports.
Depending on where the attribute is attached, click on either Customer, Student, or Staff.
Locate and click on the Custom Attribute Report.
To download the list of custom attributes, click Export CSV or Export PDF.
To download the values for each custom attribute, select the specific attribute. On the next page, click Export CSV or Export PDF.

What are these additional options (for students & customers)?

When creating custom attributes for students and customers, you will notice a few more options appear as your customers (and their students) have access to the portal.

See below for more information on each option.

Show on portal
This means the customer and/or students can view this information about themselves. Perhaps if the information you are maintaining on them is confidential, it's best to leave this one unticked.
Editable by customer
If you have allowed the attribute to show on the portal, you may also want to allow the customer to update this information about themselves. Take photo consent in our example. Why not allow the customer to change this themselves if they change their mind - removing the administrative burden from you.
On Registration
Enabling this option will put the custom attribute field on the registration form if it is information you would prefer to have. We recommend selecting this option.
Required in Admin
If required, this field will be mandatory on the customer or student information page when you create their profile in your admin panel.
Required in Portal
If required, it means the customer must enter this information before they can proceed. If enabled with on registration, they won't be able to complete registration without making a selection.
Show on Trial Registration
If enabled, this field will be visible on the Trial Registration page and can be filled in by the customer when they register for a trial.
Required on Trial
This option must be enabled with 'Show on Trial Registration'. It makes this custom attribute mandatory on the Trial Registration page.
Show on Pay As You Go
If enabled, this field will be visible on the Pay As You Go page and can be filled in by the customer when they register for a PAYG class.
Required on Leads
If enabled, this field will be added to your leads form.
Show on registers
This option means that the custom attribute will be added to PDF registers that you can download for your classes and print if necessary.

What are the limitations?

None, store as many different custom attributes in as many places as you like!