Member Custom Fields

Use Member Custom Fields to collect extra information that matters to your club beyond the standard member fields. You create these fields here, then decide whether they should be used on applications, member profiles, imports, reports, and the roster.

Who can use this page?

This page is usually managed by Administrators or the staff members who set up your club's membership workflow.
In many clubs, only a small number of people should create or change member custom fields.
If you do not see this page, your club may have limited access to it.

What this page is for

Create custom questions that are specific to your club.
Decide where each field should appear.
Control whether a field is required.
Keep older fields inactive instead of deleting them when data already exists.

Before you create a field

Use a question that members will understand without extra explanation.
If the answer should stay consistent, prefer a dropdown or checkbox list instead of free text.
Think about where the field should appear before you save it: applications, profiles, imports, reports, roster, or some combination.
If you expect to use the field in reports or roster columns, a shorter label can be helpful.

Creating a member custom field

Open Member Custom Fields.
Click Create.
Enter the Question you want members or staff to see.
Review the automatically generated Key.
Add a Short Label or Additional Information if helpful.
Choose the Field Type.
Complete any field-specific settings such as placeholder text, options, defaults, or limits.
Turn on the usage settings that match where the field should be available.
Leave the field Active unless you are preparing it for later use.
Save the field.

Main field settings

Question is the full label shown to members and staff.
Key is the system-friendly name used internally and during imports. Clubistry prefixes it with cf_ when the field is saved.
Short Label gives you a shorter heading for places like roster and report columns.
Additional Information lets you add instructions or context without making the question itself too long.
Field Type controls how the field is displayed and which extra settings appear.

Field types and when to use them

Text, Single Line

Best for short answers such as a preferred name or title.
Can use placeholder text, default text, and minimum or maximum character limits.

Text, Multiple Lines

Best for longer answers such as notes, background, or comments.
Can use placeholder text, default text, and minimum or maximum character limits.

Dropdown with Single Choice

Best when members should choose one option from a list.
Uses one option per line and can also use a default value.

Checkboxes with Multiple Choices

Best when members may choose more than one option.
Uses one option per line.

Checkbox, Yes or No

Best for a simple yes/no acknowledgement or preference.
Can be checked by default.

Date

Best for a specific date such as a birthday or certification expiration.

Number

Best for counts or other numeric answers.
Can use placeholder text, default value, and minimum or maximum value limits.

Where a field can be used

Available for Applications lets you add the field to membership applications.
Use on Profiles makes the field available on member self-service profile pages.
Available for Import makes the field available during member imports.
Available for Reports makes the field available in reporting tools.
Include on Roster allows the field to be used as a roster column.
Active controls whether the field is currently in use.
Member custom fields are added from this page, not from the member record.
After you create a field here, it appears automatically in the areas that match the settings you selected.

Required fields and member experience

Required means the field must be completed where it appears.
If you mark a yes/no checkbox as required, the person must check it before submitting.
Fields enabled for profiles can appear on the member's own profile page.
Fields enabled for applications can be added to application forms and carried into the member record when an applicant is approved.
Administrators and Member Managers may still be able to save a member record in the Club Management Portal even when some required custom fields are still missing, which can be helpful when they are finishing a record in stages.

Reordering, changing, and retiring fields

Clicking a field in the index list opens it for editing.
Fields can be reordered from the index list.
Be cautious about changing Field Type after data has already been collected.
If you need a similar field with a different setup, it is usually safer to create a new field and make the old one inactive.
If a field already has collected data, it is usually better to set it inactive than to delete it.

Deleting safely

The page shows a Safe To Delete indicator on detail and edit views.
If the field is marked safe to delete, Clubistry did not find collected data for that field.
If the field is not safe to delete, deleting it can remove collected member data.
When in doubt, keep the field inactive and leave the existing data in place.