Customizing your member database

Overview

• All of the records in the system are stored in the same database - contacts, members, event attendees and any other records
• Common Fields apply to all contacts, whereas member records can store additional information in so-called 'Membership fields'
• You can add unlimited custom fields - both to common fields and membership fields
• You can set specific membership fields to only apply to members on a specific membership level
• Your online application form will be automatically generated based on the common fields, membership fields and the parameters you have setup for them. 

Here are the main differences between Membership fields and Common Fields:

Viewing Membership Fields

To view, edit or create new membership fields go to to Settings -> Membership fields:

Available Membership Field Types

• In addition to all the data types available to Common field types (see Common Fields) , there are also two dynamic pricing / extra charges fields available, see Dynamic membership pricing fields

Membership field parameters

• Mandatory - whether this field is required or optional
• Member access - whether member is allowed to edit or view this field
  • Edit in member own profile - member can edit this field by logging into the site and editing their profile.
  • In Application form - field can be edited when filling in the application form.
  • View only - Members can only view this field, only the admin can edit its contents
  • No access - Internal use - Admin-only field which is hidden from members

• Others access - defines whether other people are allowed to view this field.
  • This is a default setting, members are still free to change their privacy settings, see Privacy settings

• Use in - Defines whether the field applies to all membership levels, or if it should be restricted to specific membership level(s) only, see Customizing database fields by level
  
  

Change field order

• To change the order in which your fields appear, click on the field you want to move and use the arrows which appear on the left of the field, or just drag and drop the field to the desired position:

Delete existing field

If you delete a field then the stored data in that field will be lost for all members and this data cannot be recovered. Hint: Always export your member records prior to deleting any field in order to preserve the contents of the field.

Note: There are several 'system' fields which can not be hidden or deleted.

Saving changes

Note: You must click the [Save all changes] button on the toolbar before exiting the field creation process. If you do not all your changes will be lost.

Once your changes are saved, they will be immediately reflected on the online Member application form, Member directory, when adding members by hand and in the import template generated for you (see Import Guide )

See also:

Customizing database fields by level
Field for contractual terms
Member picture
Dynamic membership pricing fields
User ID