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:
Event Attendee Fields
Ecommerce Product Fields
Custom Member Data
Set-up dues rules
Take internal admin notes
Create custom reports
Create filters on your member directory or member detail pages
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
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
Ecommerce Purchase Data
Collect and view information about selections of products being purchased and/or the purchaser
Dates of Room Rental Requests
How To Set Up Custom Fields
Under the Fields section in the left navigation on the backend:
Select Custom Fields
Click the Add Custom Field button
This will bring up a modal with fields to fill out. From there, select the settings needed for your field. Keep reading below for more information!
The Basic Settings
Below, you'll find information about settings that should be considered for all custom fields.
1, 2 - Field and Display Name
The field name and display name are often the same. But sometimes you may need to distinguish a field name with an additional note that you don't want shown to your members on the front-end. Alternately, you may need to add clarification in the Display Name (so users understand what you're asking for), but the Field Name can be abbreviated.
3 - Instructions
The optional instructions field allows you to add more details surrounding how members should fill out the field, without needing to add those details in the name of the field itself. This neatly adds the instructions below the name in areas your users are prompted to fill out the field.
4 - 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.
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.
5 - Sections
Next, tell the custom field where you want it to appear.
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.
6 - Frontend/Backend
Internal Use Only: Check this option if this field should only show and be available to admins.
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.
Additional Custom Field Settings: Member Section
Below, you'll find information about settings that should be considered specifically for custom fields with visibility exclusively within OR including the Members section. This could be a combination of members + events sections, members + ecommerce, or all three.
7 - Frontend/Backend
Internal Use Only: See item #6 above
Users Cannot Change on Frontend After Initial Value: This setting is a hybrid between internal-use only and visible on the frontend. 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: See item #6 above
Require on Backend: See item #6 above
Key Information: If a field is required then it is also considered to be Key Information. This option is only available if "Member Record" or "Event Registration" is checked in the Visibility section (#4 above). Learn more about Key Information here.
8 - Details
Basically, in which sections pertaining to members do you want to be able to see this field?
Member List View (Admin): Makes the custom field available as a display column on the backend Members list, 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.
Directory Profile Page: This allows the custom field values to display on member profiles in the frontend directory.
Attendee List: In the context of member records, checking this will allow you to view data for the custom field that has been filled out on a member's record within a column on an event attendee list.
If it was not manually filled out, it will populate what the member has on their record.
If there was no value, it will show blank.
Please note that this option also appears when ONLY the events section is checked. It will show the custom field filled out during an event registration in the attendee list.
Member Directory Filter: Set of Options & Checkbox custom fields will also have a Member Directory Filter option that will allow users to use the options as filters to select from in the directory.
9 - 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.
10 - Restrict to Member Type
If a custom field is only applicable to certain member types, toggle this setting to ON. This will display a list of your member types and all types will be checked by default - update as needed.
FINAL STEP: Once you've completed all the settings, click the Save & Close button.
Search by Custom Field Value
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 chosen or updated in Association Settings.
Note: Novi only allows one custom field as search criteria to maintain the performance of the Member List and Attendee Lists and keep your search results clean.
Available custom fields for the member list filter:
Must be set to visible for the Members section
Can be any field type
Custom fields chosen as a member list filter cannot be deactivated until they are removed from Association Settings.
Items of Note:
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.
Custom fields in Novi cannot be deleted, but they can be deactivated. This 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!).
Inactive custom fields will not show by default in your custom field list. To view deactivated fields, you can Clear Filter/View All, filter the list by Active/Inactive, or click the Gear icon to show the Active column.
To deactivate a custom field:
Open the field to edit and toggle to Inactive (top right of the modal).
From the Active column on the custom field list view, click on the green checkmark to switch it to a red circle.