How to limit information fields to specific members / groups?

You can limit certain information fields in a profile to a specific group, so that only the relevant members are asked to fill them in (e.g. availability for a volunteer group).

• How to set up field groups dedicated to specific members?
• How do these restricted fields appear during an online sign-up?
• Can organizations limit information to a given group?

Note: this article does not cover how to create information fields. For more information on that topic, see the article: Setting up your contact database fields.

How to set up field groups dedicated to specific members?

The prerequisite is to have already created a field category. If you haven't done so yet, refer to this article: Creating information categories.

To access the editing view for a category:

1. Go to Community > Settings and click the edit icon ✏️ for a field category.
2. Select the group you want to restrict this category to in the window that appears.

Once configured, the category restricted to a group appears under a dedicated section labeled Information limited to the [chosen group name] group. Fields in this category will only be shown to members of the specified group.

If they belong to a specific group, your members can access and update their information directly from their profile (depending on the field visibility settings: Setting up fields visible and editable by a person in their profile).

How do these restricted fields appear during an online sign-up?

For this section, it is important to distinguish between static groups and dynamic groups. To learn more, read this article: How simple groups work

Display of fields linked to a static group

Fields restricted to a static group will only be displayed during sign-up if the member selects a pricing option that automatically adds them to that static group upon selection.

In the settings, this is done at step 2 Membership fees and bundles. When editing a main fee, click + options to see the option to add the registrant to a group if they select that bundle.

At step 3 Form, you will find the fields reserved for groups and can choose whether or not to request them.

Remember to save the form to apply the changes you have made.

During sign-up, fields will be displayed (or not) based on the option selected by the member.

Does this feature work with dynamic groups?

No: dynamic groups are not available in the assignment list. Only fields restricted to fixed groups can be requested during sign-up.

Having information conditioned on a dynamic group generally requires the member to update their profile after signing up.

Can organizations limit information to a specific group?

What is the relationship with the main nonprofit?

The settings of the main nonprofit (blue left-hand menu) have several impacts on the settings of child organizations:

• Unified settings: The field and field group settings of the main nonprofit are carried over to child organizations.
• Functional restriction: The main nonprofit may not allow child organizations to create fields (and field groups).
• Child organizations cannot modify the settings configured by the main nonprofit.

Creating fields and field groups by organizations

If child organizations are allowed to add fields and field groups, they will also be able to restrict field groups to specific groups (see how it works above).

You can also edit a category already restricted to an advanced group to further limit it to a simple group linked to that advanced group.

Visibility of child organization fields by the main nonprofit

• If a child organization has created fields without restricting them to a group, the information will be visible to the main nonprofit (in the settings and in member profiles).
• If fields are restricted to a dedicated group, the information does not appear in the main nonprofit (neither in the settings nor in member profile records).