Custom Fields
Define organisation-specific fields for student and enrolment records.
Last updated 16 Oct 2026
Custom Fields
Define organisation-level fields for information that RTObase does not capture as a built-in student or enrolment field. Student and enrolment definitions are separate so each value stays attached to the right record.
Access required
Choose the task you are doing. Each row is a separate action.
| Task | Required access |
|---|---|
| Configure organisation custom fields | Administrator |
Entering a field value later follows the Students or Enrolments permissions for that record.
Accessing custom fields
Navigate to:
- Settings → Custom Fields for enrolment fields
- Settings → Student Fields for student fields
Adding a custom field
Click Add Field
Click the Add Field button.
Configure the field
LabelRequiredThe name shown to staff, such as "Cohort", "Uniform size", or "Laps completed".
TypeRequiredChoose the field type:
| Type | Description |
|---|---|
| Dropdown | A predefined option list; available for students and enrolments |
| Checkbox | A simple on/off value; available for students and enrolments |
| Text | Free-text student information |
| Number | A numeric student value, such as a counter |
| Date | A calendar date, without a time; available for students and enrolments |
| Time | A local clock time, without timezone conversion; available for students and enrolments |
| Field group | A reusable set of related text, number, checkbox, date, or time fields; available for students and enrolments |
For Dropdown fields, add options using the options editor:
- Type each option and press Enter
- Drag options to reorder them
- Click the X to remove an option
For a Field group, add up to 20 child fields, give each one a unique label, choose its type, and drag the rows into the order staff should complete them.
Select Show on booking board if staff need the field's value on scheduled booking cards. This option is available for student and enrolment fields. A Booking board badge marks selected fields in the settings list.
Save
Click Save. The definition becomes available on the corresponding student or enrolment surfaces.
Where custom fields appear
Enrolment fields appear in:
- New Enrolment dialog: staff fill them in when creating an enrolment
- Edit Enrolment dialog: staff can update values
- Enrolment detail page: displayed as inline-editable controls
- Enrolments table: added as dynamic columns that can be shown/hidden via column preferences
- Booking board: selected fields with a value appear on the student's booking cards
Student fields appear in:
- Student header: compact, editable chips at the top of the student profile. Simple fields edit in place, while field groups open a single grouped editor
- Student profile: displayed as inline-editable values
- Students table: dynamic columns that can be shown, hidden and filtered where the type supports filtering
- Class student CSV export: definitions become columns and the resolved values are exported
- Booking board: selected fields with a value appear on the student's booking cards
Note
Dropdown values are validated against the live option IDs. Renaming an option updates its displayed label without rewriting every record.
Note
Time fields store the entered local clock time. They are useful for preferences or operating details such as a preferred contact time, not for scheduled events that need a location and timezone.
Managing custom fields
From the Custom Fields settings page:
- Reorder: Drag fields to change their display order
- Edit: Click a field to update its label or options
- Delete: Remove a field (existing enrolment data for that field is preserved)
Warning
Deleting a custom field removes it from all forms and the table, but existing values stored on enrolments are not deleted.