Create custom member fields

What is this?

With field management you create custom data fields that appear in the member profile in addition to the standard fields. That way you can capture choir-specific information in a structured way instead of burying it in unstructured notes.

Typical custom fields:

• Desk number (e.g. "17") — for sheet music distribution
• T-shirt size (S/M/L/XL) — for concert outfits
• Ride share (yes/no) — carpools to rehearsal
• Voice test completed (date) — for the audition process
• Vegetarian / vegan / allergies — for performance catering
• Required field for the club (membership number)
• Member of the support association (checkbox)
• ID card number (for trips, sensitive data)

How to create a custom field

1. Open your choir and go to Administration > Field management.
2. Click "Add field".
3. Enter the name and choose the field type.
4. Set visibility:
   • Visible for all members or only choir director?
   • Editable by members themselves or only by choir director?
5. Optionally make required.
6. For choice fields: define valid values (e.g. "S, M, L, XL").
7. Save the field. It appears immediately in the member profile.

Available field types

• Text (short) — one line, max. 255 characters
• Text (long) — multiple lines, no length limit
• Number — for example desk number
• Date — for example voice test date
• Single choice (dropdown) — one selection from predefined values
• Multi-choice — multiple values (for example allergies)
• Checkbox — yes/no
• File upload — for example contract, voice protocol

Visibility and data protection

When creating, mind data protection:

• Sensitive fields (e.g. illnesses, ID card number) should only be visible to the choir director.
• Self-maintained fields (T-shirt size, desk number) can be visible and editable for everyone.
• Required fields should be set sparingly — they otherwise block the invitation confirmation of new members.

Permission

You need the permission ensemble.edit to create, change or delete fields. By default the owner and choir director have this access.

Tips

• Create fields before the member import so they are imported directly.
• Use choice fields instead of free text wherever possible — evaluation becomes much easier (e.g. "how many L shirts do we need?").
• Mark required fields clearly in the name, for example "* Membership number" — members understand directly that input is needed.
• Delete unused fields — they unnecessarily extend the member profile and cause confusion.