Novi has a standard set of fields that are used to collect various types of data throughout the software, such as member or events data. Most likely, you have additional data that doesn't fit our standard set, thus the need for custom fields specific to your organization.
Novi AMS can be personalized to an association's business practice using custom fields. These fields can be attached to member records or added to event registration forms.
NOTE: Limited admins cannot update custom fields.
This article covers:
Where Custom Fields Are Used & Common Examples
As noted above, custom fields are used to collect data outside the standard set of fields Novi provides. Custom fields will typically fall into two categories for use in multiple scenarios:
Member Fields
Event Attendee Fields
Ecommerce Product Fields
Custom Member Data
Used to:
Set-up dues rules
Set-up groups
Take internal admin notes
Create custom reports
Create filters on your member directory or member detail pages
Examples include:
Data to calculate dues such as # of employees, unit counts, # of locations, etc.
Internal Member Notes
Filter by County, Committee, or other segments of your data your members may search for in the member directory
Event Attendee Data
Used to:
Collect specific attendee information (other than the member fields already available on a ticket- these include, name, phone, company, email, job title, and shipping address.)
Run event-specific reports
Examples include:
Dietary Restrictions
Session Choice
Team Name
Ecommerce Purchase Data
Used to:
Collect and view information about selections of products being purchased and/or the purchaser
Examples include:
T-Shirt Size
Nominee Information
Dates of Room Rental Requests
How To Set Up Custom Fields
To create a new custom field:
Under the Fields section in the left navigation on the backend > click Custom Fields
Then click the Add Custom Field button (top right), which will open the "New Custom Field" modal
The Basic Settings
Below, you'll find information about settings that should be considered for all custom fields.
1 - Field Name & Display Name
The Field Name (which shows on the backend) and the Display Name (which shows on the frontend) are often the same. However, there are times when you may want to add a note to the Field Name that should not be visible to members on their frontend profile. Alternatively, you might want to clarify the Display Name for users, while keeping the Field Name abbreviated.
2 - Instructions
Use the instructions field to clarify why or how someone should fill out this field. The text added here will be displayed just below the custom field. This is particularly useful if you are collecting data you need that may be unrelated to the transaction itself or for more complex scenarios. Also note that you can add links in this field.
3 - Field Type
You have multiple options here to fit your needs.
Plain Text: This creates an open text box to fill out. Can be single-line or multi-line. Can also have a character limit.
Date/Time: This allows you to collect the date only, time only, or both. Can also have a min or max.
Number: Choose this if you only want to collect numerical values. There is an option to select whole numbers only. Field can also have a min or max. Member records can also be enabled to "show summation checkbox." This allows a parent record to inherit the sum of its children's values for that field. Example: Acme East Coast Division has a value of 5 for their 'employe count' custom field and Acme West Coast Division shows 9. Using this summation functionality, Acme US can automatically show 14 employees for their 'employee count' custom field.
Incrementing Number: This option will only be shown if activated in your Novi system. Learn more below.
Checkbox: Displays a box next to the field name for the user to check (i.e. Yes/True) or to not check (i.e. No/False).
A checkbox can be required, forcing the user to agree/acknowledge before continuing.
Set of Options: If you want to be able to provide one set of options to choose from, select this field type. There's also a checkbox to allow multiple selections.
Website URL: Use this to gather webpage URLs from members. URLs submitted through these fields will appear as clickable links when viewed in profiles Member Compass profiles, lists, reports, and directories.
Incrementing Number Custom Field Overview
An "Incrementing Number" custom field automatically assigns numbers to records, starting from a specified value. Each eligible record will have the next number in the sequence, increasing by 1. This only applies to records that meet the conditions for this field, so not all records may receive a number.
Important: This type of field is rarely used. When creating a new field, be sure that you need an "Incrementing Number" field and not a regular "Number" field type. Reach out to us in Intercom if you're not sure!
Incrementing Number Fields must be enabled by Novi. To turn on this feature, please contact us or reach out in the blue bubble!
When enabled, this field type will ask for a Start Number. This is the number added to the first eligible saved record.
Note: Existing "Number" custom fields in Novi can be converted to "Incrementing Number" custom fields. Before converting, check the last number used to avoid any duplicates.
Incrementing number fields must be:
Whole Numbers
Required on the Backend
An eligible record is any record that meets the conditions of the custom field.
For example, if the custom field is set for all individuals but not for companies, the next person added in Novi would receive a number. The next company added would not.
How it works once the field is created:
New Records: When a new record is added on the frontend or the backend, a value will be generated in the incrementing number field on save if that record meets the custom field conditions.
Existing Records:
When adding a new incrementing number field to eligible records that already exist in Novi, a value will be determined after the next save of each record.
Example of an Incrementing Number field called "Member ID" - On the Details tab of an existing record, the field will look like this until a number is assigned by the system, which will happen the next time the record is saved:
Editing values on the backend:
Admins can edit Incrementing Number fields on specific records after they are generated by the system, but this this is cautioned due to risk of duplicates. Click the pencil icon on the right side of the field to edit the number.
4 - Visibility Sections
Next, determine where this custom field will appear. (#4 in the screenshot below)
Members: Check this option if this field will need to be filled out on a member's record. This could be during signup, in their profile, done by an admin, etc. Fields can be limited to just individuals or companies. They can also be limited to specific member types.
Also check this option if this custom field will be the Member List Filter in Association Settings. Learn more about the Custom Field for Member List Filter here
Events: Check this option if this field will need to be filled out during the registration of any events. Remember that if a custom field is filled out within a member record, and the member registers for an event, the custom field will auto-fill.
Ecommerce: Check this option if this field will need to be filled out during the purchase of any products.
Additional Custom Field Settings: Members Section
Below is information about settings for custom fields that are visible in the Members section, either exclusively or in combination with other areas. This could include Members + Events, Members + Ecommerce, or all three areas.
5 - Frontend/Backend
Show in Admin Create: If a field is visible on Member records and has this checked, it will show in the modal when an admin creates a new record on the backend. Depending on whether a company or person record is being created, the applicable fields will show. This setting helps reduce the number of fields admins see when initially creating a record. But don't worry - all custom fields will be visible on the Details tab of the record once it's created.
Show on Frontend: Check this option for the field to appear to users on the frontend. Uncheck if this field should only show and be available to admins.
Key Information: If a field is visible on Member records and is required, then it is also considered to be Key Information. This option is only available if "Members" or "Events" is checked in the Visibility section (#4 above). Learn more about Key Information here.
Users Cannot Change on Frontend: If a field is visible on Member records and has this checked, it will display a fully read-only custom field on the user’s Member Compass. Whether the field is blank or has a value, they cannot edit it on the frontend. Only an admin can add/edit their value on the backend.
Users Cannot Change on Frontend After Initial Value: If a field is visible on Member records and has this checked, this setting keeps the field visible on the frontend but locks it once it is filled out. This type of field is great for information that is required upfront, but you may not want the member to have the ability to edit the value without contacting you first. Examples include Unit Count & Employee Count because oftentimes dues rules are based on the value of this custom field.
Require on Frontend: Check this option if this field needs to be required on the frontend when users are prompted to fill it out.
Require on Backend: Check this option if this field needs to be required on the backend/admin side when prompted to fill it out.
6 - Details
When custom fields are set to be visible in the Members section, a "Details" section will appear with the following options.
Member List View (Admin): Makes the custom field available as a display column on the backend Members list (under the gear icon), as well as other places like the Recent Signups list and Groups.
Dues Rules: This allows the field's value to be used when calculating or applying dues rules on a member type.
Show on Non-Directory Profile Pages: This will display the field on profile pages in Leadership Roles, Committee Public Roles, Homepage Sponsors, Featured Member Widgets, and Event Contacts.
7 - Individuals/Companies
Determine whether this field needs to be displayed for people records, company records, or both types of records. For example, you probably wouldn't want to ask a company for its dietary restrictions or graduation date.
8 - Restrict to Member Type
If a custom field is only applicable to certain member types, toggling this setting to ON will display a list of your member types. All types will be checked by default - update as needed.
FINAL STEP: Once you've completed all the settings, click the Save & Close button.
Arrange Custom Field Display Order & Add Sections
Custom fields can be displayed in a specific order on both the backend and frontend, and they can be grouped together in Sections. Each Section can optionally have a Description to provide additional context. Once the custom fields are set up, follow these steps to review and edit their display order.
Note: Users will not see any custom fields that are not applicable to them.
Example of a Custom Field Section with a Description:
TIP: Before you start rearranging the display order of the fields, decide if you want to have any Sections. If so, create the Sections first. If not, you can jump down to learn more about changing the display order of fields.
Create a New Section
Go to Fields > Display Order on the backend.
Create a display order section by typing the name of the desired section in the Add New Section field (top right), and click the + button to add it to the list.
Note: Users with accounts will see section titles and descriptions in their profiles when making updates on the frontend, and admins will also see it on records from the backend under the Details tab.
Edit or Remove a Section
Click the arrow on the right side of the section name to open the drop-down.
In the drop-down, choose one of the following options:
Click Edit, which will open the "Edit Section" modal. This allows you to edit the Section Title and Description.
Or click Remove to get rid of the section. Doing this will delete the section and move any fields from that section back down to the (No Section) grouping at the bottom of the list.
When done, click Save & Close.
Add a Description to a Section
The Description appears below the Section header and can provide additional context, such as explaining what information is being collected, why it is needed, or any other details you choose to include. It is optional and can be left blank if not needed. Note that both the Section Name and Description will be visible on the frontend and backend.
After creating a Section and then clicking to Edit it (as described above), you can add a Description to provide context for the fields within that section (see screenshot below for an example). Note: The Section must already be created before you can add a Description.
Custom Field Section Examples
Backend Example of Sections with Descriptions:
Frontend Example of Sections with Descriptions:
Change the Display Order of Custom Fields
Go to Fields > Display Order on the backend.
Drag and drop each field within a section.
Items of Note:
Any fields not assigned to a Section will be at the bottom of the list.
Fields cannot be displayed in multiple sections.
In addition to the Details tab of their record on the backend and their Profile tab in the Member Compass, the display order does impact the custom field display order in directories as well.
Search by Custom Field Value in List Views
Select one custom field to use as the Member List Filter, which will make that custom field searchable in Member List View and in Event Attendee Lists.
The Custom Field for Member List Filter can be added or updated in Association Settings on the Membership tab.
Note: Novi only allows one custom field as search criteria to maintain the performance of the Member List and Attendee Lists, and to keep search results streamlined.
Available custom fields for the member list filter:
Can be any field type
Must be set to visible in the Members section
Note: Custom fields chosen as a Member List filter cannot be deactivated until they are removed from Association Settings.
Display Custom Field as Profile Special Field in Member Compass
Select one field universally per record type (individual or company) can be set as teh Profile Special Field to be displayed at the very top of the Profile section of the Member Compass.
The profile special field(s) can be chosen or updated in Association Settings.
Choosing a field as a profile special field does not automatically add it to directory profile pages. Learn more about creating directories and updating their settings.
Custom Field Status
Custom fields are either Active or Inactive, and only Inactive fields can be deleted if there is no collected data in the field.
New Custom Fields
When a new custom field is created, it is automatically set to Active and available to use on the frontend and backend according to its settings.
Deleting a Custom Field
Items of note before deleting a field:
Custom fields in Novi cannot be deleted unless they are deactivated AND no data has been entered into the field on a member record.
Setting a custom field as Inactive allows you to remove the custom field from your list view, but still maintain historical information (and for those times when a custom field is mistakenly deactivated, it can easily be reinstated by checking it active again!).
To set a custom field as Inactive:
Open the field to edit and toggle to Inactive (top right of the modal).
-OR-From the Active column on the custom field list view, click on the green checkmark to switch it to a red circle. (Learn more about adding this column to the list view below.)
To completely Delete a custom field:
Follow the steps in the bullet above to set the field as Inactive.
Then scroll all the way to the right and click the Delete link in the Action column.
Viewing Inactive Fields
Inactive custom fields will not show by default in the custom field list. To view deactivated fields, update the Active/Inactive filter to All (for both inactive and active fields) or Inactive for just inactive fields.
To view Active and Inactive fields:
Adding Field Status to the List View
To quickly view and change a field's status, click the List View gear icon and check the box for the "Active" column. Once this column is added to the list, you can then click directly on the green checkmark (Active) or red circle (Inactive) to toggle a field's status without opening it. This method is faster than opening each field individually to change its status, especially if you're updating multiple fields.
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