How to configure the fields in your Contacts database?

Configuring your Contacts database fields lets you choose what information is stored on each profile in your community: default fields, custom fields, grouping categories, and visibility. Everything is managed from Settings > Community > Manage fields, and applies to everyone connected to your nonprofit: board members, members, donors, volunteers, and partners.

This article covers:

• Where do I configure my Contacts database fields?
• What information is collected by default?
• What are field categories used for?
• How do I create a custom field?
• Which field type should I choose?
• How many custom fields can I create?
• Who can view and edit each field?
• Can I print a profile card from Springly?

Where do I configure my Contacts database fields?

All the actions described in this article are performed from Settings > Community, then the Manage fields button in the Profile field customization section.

Then click the Manage fields button in the Profile field customization section:

What information is collected by default?

By default, the platform includes the following fields whenever a new profile is created:

• last name
• first name
• photo
• date of birth
• gender
• email address
• phone number
• mailing address

Last name and First name are required. All other fields are optional unless you decide otherwise.

The Gender and Date of birth fields can be disabled — if you do so, they will no longer appear on your forms.

What are field categories used for?

A category is a group of fields that structures the profile card. They're especially useful when you're collecting a lot of information, or information that only applies to certain contacts.

When you create your first Custom Field, an Additional Information category is created automatically. You can rename it and create as many additional categories as you need.

Example of a 3-category structure:

• General Information
• Additional Information
• Volunteer Information (shown to volunteers only)

Your contacts' profiles are then organized by category:

💡 A category can be restricted to a specific Group: its fields will only be shown to members of that group. See: How to restrict information fields to certain members / groups?

How do I create a custom information field?

Creating fields

Once your categories are set up, you can add your own fields to them. When creating a field, a window will prompt you for two things:

1. a label — the name shown to the registrant;
2. a field type — the format of the data being collected.

The field type you choose matters. A Free text field used instead of a Date field will accept "January 1, 2012," "01/01/2012," and "01/01/12" in the same column — leaving your data inconsistent and unsearchable. By contrast, Email and Phone field types enforce proper formatting at the point of entry.

Once a field has been created, its type can no longer be changed.

Fields shown when re-registering for a form or event

When a contact re-registers through a Campaign or ticketing form, only fields that haven't already been filled in are shown — keeping the process short and simple.

If a previously entered field needs to be updated (e.g., a change of mailing address), this can be done directly from the contact's profile card.

If updating the information from the profile card isn't an option, create a new field for each piece of information you need to collect. Since it will be empty, it will appear during sign-up.

We recommend deleting and recreating the relevant fields at the end of each sign-up period. You can also create one field per period (e.g., "certificate 2018" and "certificate 2019").

Which field type should I choose?

Text block field

The text block field shares the same characteristics as the text field, but is optimized for longer content. It features a larger, expandable input area for easier entry.

Autocomplete free-value field

This field type works similarly to a standard text field, with one key difference: the platform stores all values previously entered for that field. When someone types something close to an existing value, the platform suggests it as an autocomplete option.

Numeric field

This field stores numeric values only. It's ideal for any quantitative data you need to track (weight in lbs, height in inches, number of donations, etc.).

From your Contacts module, you can run optimized searches on numeric values:

Multiple-choice field

This field presents a list of predefined values, from which the member can select one or more options.

For example, if you create a "favorite sport" field, you might add the following values: tennis, soccer, rugby, etc. Registrants can only choose from these options.

To do this, select Multiple choice from the list and add your options. If you have a long list of values, you can import them from a spreadsheet. Enter the values in a single column, then paste them into the designated field.

Once this field is created, you can search your Contacts module for people who match all selected values, at least one of the selected values, or none of the selected values.

Dropdown field

This field works like the multiple-choice field, except that only one option can be selected. Using the same example (favorite sport), the answer must be a single choice (tennis, soccer, or rugby).

Date field

This field lets you store dates in MM/DD/YYYY format; time cannot be stored. Once the date field is created, you can search using the following conditions:

File upload field

This field lets you store documents uploaded by registrants, such as a parental consent form. These can then be bulk exported if needed.

Other field types

You can also create fields of type Email, Phone number, or Website URL.

How many Custom Fields can I create?

To preserve search performance, the total number of fields of type autocomplete free-value, text, and email is capped at 53 combined.

This 53-field limit applies only to those three field types. All other types (date, multiple-choice, dropdown, numeric, file upload) are unlimited.

Who can view and edit each field?

When creating or editing a field, you can decide for each one whether it will be visible and/or editable by the registrant, or by administrators only.

Can I print a profile card from Springly?

There is no built-in print option in the platform. To get a printed copy, use your browser's shortcut — Ctrl+P on Windows, Cmd+P on Mac — then select "Print." It's a workaround, not a native feature.

Go further

• How to restrict information fields to certain members / groups?
• Exporting documents stored in profile cards
• Running an import to update your contact database