Setting up custom fields for members (shirt size, certificates, role...)

Besides the standard details (name, email, phone number, address), custom fields let you store your own member data — things specific to your club or business that aren't part of 4planning by default.

Examples

What exactly you track depends on your organisation. Common examples:

• Shirt size — for ordering club apparel.
• Driving licence (yes/no) — for example to know who can drive for a trip.
• Member since (date) — separate from the system date the account was created.
• Certificates/diplomas — such as an A or B certificate, with the date obtained.
• Distinctions — for example "Member of Merit" or an honorary membership.
• Admission or registration date.
• Volunteer task or preferred task, and the number of available time slots.
• Musical instrument (for a music association).
• Member type or end of membership, as an addition to your own member records.

You're completely free here: you create whichever fields your organisation needs.

Turning on the feature

Custom fields is a feature you need to enable first. Go to Settings → Features and turn on Custom fields (itemlijsten). Don't see the option? Then your plan doesn't yet include this feature.

Step 1: Go to manage custom fields

1. Log in as an administrator.
2. Go to Settings.
3. In the member data section, click Custom fields.

You'll land on the "Manage custom fields" page, showing all your lists of fields.

Step 2: Create a list

Fields are grouped into lists (for example "Membership details" or "Volunteer work"). Create a list first:

1. Click New list.
2. Give the list a clear name.
3. Use the toggle to decide whether this list is visible in members' account settings.

You can create multiple lists and reorder them with the arrows.

Step 3: Add fields to a list

Add one or more fields to each list. For each field you choose:

• Name — for example "Shirt size" or "A certificate".
• Response type — the input type:
  • Text
  • Count
  • Number
  • Yes/no
  • Date
  • Email
  • Phone number
• Required — whether the member must fill this in.
• Member access:
  • Edit — the member may fill in and change the field themselves.
  • View — the member sees the value but can't change it (useful for data only an admin should change, like a certificate date).
  • Hidden — the field isn't visible to the member, only to administrators.
• If Directory (Smoelenboek) is active: a toggle to also show the field in the directory.

Where members fill in their data

Once a list is set to visible, it appears as a separate tab under My account for every member. Members fill in the fields they have "Edit" access to, and see (read-only) the fields with "View" access.

Where you as an admin see the answers

Open a member via Members and go to the Custom fields tab. There you'll see all filled-in values for that member, and as an admin you can edit them yourself too — regardless of the field's access setting.

Order and deleting

• Reorder lists and fields with the up/down arrows.
• You can delete a list or field via the edit icon; note that this also removes any answers members already filled in.