Custom fields for a pathway are added from the Pathway Library: open the pathway, click Edit Pathway for fields recorded once per enrollment, or Edit Step on a step for fields recorded on that step, then click Add Custom Field, enter a Field Name, choose a Field Type and save. Team members fill the fields in per participant on Start Pathway and Update Progress. Pathway-level values show under Pathway Data Fields on the progress's View Details page; step-level values show under each step in the timeline.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Web app only for defining fields. The mobile app can fill in existing pathway and step fields when updating a pathway progress.
Defining fields needs the Pathways module at Administrator, because it is done from the Pathway Library. Filling values needs the Pathways module at Supporter or higher, so a supporter can record values without being able to change the field definitions.
Pathways is turned on for your account by the Equip team. If you do not see Library under Pathways in the sidebar, ask an administrator, or ask us to enable Pathways.
These fields are separate from User Fields and Employment fields, which are managed under Settings.
Steps to add a field
Open Pathways, then Library in the left sidebar, and open the pathway.
For a pathway-level field, click Edit Pathway. For a step-level field, open the step's menu and choose Edit Step. When creating a new pathway, the same sections are on the Add Pathway form.
Under Custom Fields, click Add Custom Field.
Enter the Field Name. Names must be unique within that pathway, or within that step.
Choose the Field Type: Text, Number, Date, True/False, Select or Multi Select.
For Select and Multi Select, add each choice under Options.
Click the save button at the bottom of the form.
The pathway's page lists its pathway-level fields under Custom Fields with their types.
Steps to record values
Open the participant's profile and choose Pathways in the left menu.
Click Start Pathway, or Update Progress on an existing round.
Pathway-level fields are above Pathway Steps. Step-level fields are inside each step's card, below its dates, and only for steps toggled to Included.
Click Start Pathway or Update Progress. Equip confirms with "Pathway progress started successfully" or "Pathway progress updated successfully".
Values are reporting data only. They never mark a step complete or block one from being completed.
Limits and what the errors mean
Deleting a field is permanent. Removing a custom field from the pathway or step form and saving deletes every value recorded for it on every participant. The same happens when you delete the step or the pathway; the deletion preview counts them as "N recorded custom field values (permanently deleted)".
Turning a step off deletes its values. On Update Progress, switching a step from Included to off and saving deletes that participant's values for the step's fields. Equip warns "This step has 2 recorded custom field values. Turning it off will permanently delete them when you save. Continue?" before you continue.
Renaming or reordering a field keeps its values. Once a field has recorded values, its Field Type and Options are locked: saving such a change fails with "field_type and options cannot change once the field has recorded values". Add a new field instead.
Multi Select options cannot contain commas: "Options cannot contain commas, selected values are stored comma separated".
A blank field is not saved; clearing a value later removes it. Multi Select saves every ticked option.
The Pathway Progress report exports pathway-level fields under their own names and step-level fields as the step name, a dash, then the field name. The Pathways reports page offers a filter for each field, grouped by pathway and step.
FAQ
What is the difference between pathway custom fields and step custom fields?
Pathway fields are recorded once per round of the pathway and show under Pathway Data Fields on the progress's View Details page. Step fields are recorded on each participant's step and show under that step in the timeline. Use pathway fields for information collected once per enrollment and step fields for details that belong to one phase.
Where do team members enter the values?
On Start Pathway and Update Progress on the participant's Pathways tab: pathway fields above the Pathway Steps section, step fields inside each included step's card. The mobile app can also fill them when updating a pathway progress.
Who can add or change the fields?
Team members whose role has the Pathways module at Administrator, from Edit Pathway or Edit Step in the Pathway Library, and account owners. Supporters can fill in values but never see the Library.
Do these fields complete a step or the pathway?
No. Completion is driven only by each step's Start Date and End Date. Custom field values are recorded for reporting and never change a status.
What happens to recorded values if I delete a field?
They are permanently deleted for every participant the moment you save the pathway or step without the field. There is no undo. If you only want to stop using a field, leave it in place and stop filling it in.
Can two fields have the same name?
Not within the same pathway or the same step. A pathway field and a step field may share a name, and two different steps may each have a field with the same name.
Do custom fields appear in reports?
Yes. The Pathway Progress report includes them, pathway fields under the field name and step fields as the step name, a dash, then the field name, and the Pathways reports page offers a filter for each field grouped by pathway and step.
Related
Create a pathway and its steps
What are pathways and how do they work?
Assign a form to pathway steps
Set up pathway date fields
Pathway Progress Report