Custom Fields let Account Administrators create organization-specific fields for Participants and Team Members in Equip. They are managed at the account level through Account Settings, and they help your team capture additional information that is not included in the default profile fields.

📄 How It Works

Custom Fields are created once for your account and then appear on user profiles based on the field’s Location and User Type.

Go to Account Settings.
Open Data Properties.
Select Custom Fields.
Select Add Custom Field.
Enter a Field Name.
Choose the Field Type, Location, and User Type.
Select Create Custom Field.

After a Custom Field is created, it appears in the matching section of the Participant or Team Member profile settings. Users with the right access can enter and save values for that field from the user’s profile.

⚙️ Field Types

The Field Type controls how information is entered.

Text — Use for short written responses, labels, notes, IDs, or other free-text information.
Number — Use for numeric values that may need number-based filtering in reports.
Date — Use for dates such as certification dates, review dates, or graduation dates.
True/False — Use for yes/no-style information.
Select — Use when users should choose one option from a defined list.
Multi Select — Use when users may need to choose more than one option from a defined list.

When Select or Multi Select is chosen, add the available choices in the Options section. Options can be reordered or removed before saving.

📍 Field Locations

The Location controls where the Custom Field appears within a user’s profile settings. Locations are managed from Account Settings → Data Properties → Custom Fields.

Demographic — Appears in the demographic section of the user profile.
Medical — Appears with medical information when available for that user type and access level.
Legal — Appears with legal information when available for that user type and access level.
Enrollment — Appears with enrollment information.
Contact — Appears with contact information.
Additional Information — Appears in the additional information section.

For Team Members, some profile-specific locations may display under Additional Information so the field remains available without requiring Participant-only profile sections.

👥 User Type

The User Type controls who the Custom Field applies to.

All Users — The field can apply to both Participants and Team Members.
Participant — The field applies only to Participants.
Team Member — The field applies only to Team Members.

Choose the most specific User Type for the information you are collecting. This keeps profile settings cleaner and helps reports show the right fields for the right people.

✏️ Editing, Reordering, and Deleting Custom Fields

Account Administrators can manage existing Custom Fields from Account Settings → Data Properties → Custom Fields.

Use Edit Custom Field to update the field name, type, location, user type, or options.
Drag Custom Fields in the list to reorder them.
Use Delete Custom Field to remove a field.

Important: Deleting a Custom Field removes the field and the data collected for that field. This action cannot be undone.

📊 Using Custom Fields in Reports

Custom Fields are available in user detail reports when they apply to the selected user type.

Participant Details Report includes Custom Fields with the User Type set to All Users or Participant.
Team Member Details Report includes Custom Fields with the User Type set to All Users or Team Member.

Custom Fields can also be used as report filters. Filter behavior depends on the field type: text-based fields support matching text, number fields support numeric comparisons, and date fields support date ranges.

✅ Benefits

More flexible profiles — Capture information that is specific to your organization’s workflow.
Cleaner documentation — Keep custom data inside Equip instead of managing it in separate spreadsheets or notes.
Better reporting — Include custom data points in Participant and Team Member detail reports.
Account-level consistency — Manage Custom Fields centrally from Account Settings so the same field structure is available across the account.

💡 Best Practices

Create Custom Fields from Account Settings → Data Properties → Custom Fields before entering data on user profiles.
Use clear, specific field names so staff understand exactly what to enter.
Use Select or Multi Select when you want consistent reportable values.
Use Number for values that need numeric filtering, such as greater than, less than, or equals.
Use Date for dates that may need date range filtering in reports.
Review fields before deleting them, because deleting a Custom Field also removes the data collected for that field.

❓ FAQs

Where are Custom Fields managed?
Custom Fields are managed at the account level from Account Settings → Data Properties → Custom Fields.

Who can create and manage Custom Fields?
Account Administrators with access to account-level settings can create, edit, reorder, and delete Custom Fields.

Where do Custom Fields appear after they are created?
They appear in the user profile settings section selected in the field’s Location. The field must also match the selected User Type.

Can Custom Fields be used for both Participants and Team Members?
Yes. Set User Type to All Users to make the field available for both, or choose Participant or Team Member to limit where it appears.

Can Custom Fields be included in reports?
Yes. Applicable Custom Fields appear in the Participant Details Report and Team Member Details Report, and they can be used as report filters.

What happens if I delete a Custom Field?
Deleting a Custom Field removes the field and the data collected for that field. This cannot be undone.

Creating Custom Fields