📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Custom Fields allow you to capture tailored data across your organisation, Events, Shifts, and application workflows. Whether collecting t-shirt sizes during registration or tracking venue credentials on a shift, setting up a Custom Field ensures you gather clean, structured data for reporting and automation.
💡Tip: Before creating a Custom Field, we strongly recommend reviewing the following articles:
IN THIS ARTICLE:
Create a Custom Field
There are three methods to create a custom field:
Settings > Custom Fields: Recommended for full field setup including privacy settings, permission controls, and advanced field rules, while providing full oversight and visibility of all custom fields across your account.
Directly Within a Form: Ideal for creating and adding a field to a specific form on the fly while building or editing it.
User Checks: Custom fields created within User Checks feature simplified configurations tailored specifically for compliance workflows. See the Create a Reference Check article for more information.
💡Tip: Every Rosterfy account starts with a default limit of 50 custom fields. Creating a new field counts against this limit. Fields created via Settings or Forms count toward your account's 50-field limit. Fields created inside User Checks do not count toward this limit.
Click Settings > Custom Fields.
Click the Create button. The Choose a field type screen appears:
Click to select a field type. For a comprehensive explanation of each field type, see the Understanding Custom Fields article for more information. The Create your field screen appears:
(Optional) Click the Category field dropdown to select a field category.
Click the Rosterfy Object dropdown to select an object. For a more comprehensive overview of Rosterfy Objects, see the Rosterfy Objects Reference Guide and Choosing the Right Object for a Custom Field articles for more information.
Enter a Field Name. In the admin console, fields are identified by the Field Name. When you add a field to a form, this name automatically becomes the default question label shown to users unless customised it during form setup.
(Optional) Click the Show Advanced Settings button for additional configuration options. See the Advanced Custom Fields Settings article for more information.
Click the Create Field button. The Add to Forms (optional) screen appears:
(Optional) Click the Forms dropdown to select forms to add the new custom field to. Multiple forms can be selected.
Click the Save button. The Update Custom Field screen appears:
Advanced Settings
Custom Fields include advanced controls that govern data privacy, system accessibility, admin permissions, and reporting capability. When creating a custom field these settings are located in the Show Advanced Settings button. If updating a Custom Field, these options are located in the Advanced tab.
Contains private/personal information?: Marks the field as containing Personally Identifiable Information (PII). If this is turned on, when a user is deleted, this information will be deleted as well to ensure compliance with local privacy laws.
💡Tip: Files containing personal or private information are uploaded to a secure, protected directory. Unlike public files, private uploads can only be accessed by the user who uploaded them or an authorised administrator logged in to Rosterfy.
Can be used in communications?: Allows the field value to be inserted as a mail merge tag in Email and SMS communications. For data privacy and security, it is recommended to keep this setting disabled for fields containing private or sensitive information.
Can only be viewed by admins: Hides the field from the portal and all user-facing forms or modules. The field and its data are visible only to account administrators.
Can only be modified by admins: Allows a user to complete the field once in the portal. Once submitted, it cannot be updated again by the user and can only be edited by an administrator.
Is searchable/filterable?: Allows the field to be added as a display column and used as a search filter in lists across the Rosterfy admin console.
Is quick searchable?: Allows you to search for records using data stored in this field via the Quick Search tool in the Rosterfy admin console. To avoid slowing down keyword search performance, enable this setting for essential fields only.
Is disabled?: Displays the field as read-only for users across all forms and portals. When enabled, volunteers cannot make updates to this field's values. Only administrators can edit it.
In unique?: Requires every entry in this field to be completely distinct across your database, preventing duplicate values (such as external IDs or license numbers).The Portal QR Code account setting will only allow custom fields that are marked as Is Unique.
Use Rosterfy Resources: For Options (select one) or Options (select multiple) custom fields only. Check this option to automatically populate the field choices using live data from a Rosterfy module (such as Events, Shifts, Roles, or Items). When you select a source, the Add Rule button appears. This allows you to apply filters so only specific records appear in the list ensuring users only see relevant choices (for example, filtering an Events source so the options only show events marked as Active).
💡Tip: Options available in the Show Validation Options button depend on the selected field type. For a complete list and description of settings available under the Validation Options button, see the Validation Option Settings article for more information.
Create a Custom Field Inside a Form
Custom fields can be created directly within the form builder while creating or updating any form. Fields added this way are saved to your account’s database and become available for reporting and use on other forms. Once you are inside the form builder either creating a new form or updating an existing one:
Click the + icon located in the Available Fields panel.
Click Create New Custom Field. The Add Custom Field window appears:
Click to select a field type. For a comprehensive explanation of each field type, see the Understanding Custom Fields article for more information. The following screen appears:
(Optional) Click the Category field dropdown to select a field category.
Click the Rosterfy Object dropdown to select an object. For a more comprehensive overview of Rosterfy Objects, see the Rosterfy Objects Reference Guide and Choosing the Right Object for a Custom Field articles for more information.
Enter a Field Name. In the admin console, fields are identified by the Field Name. When you add a field to a form, this name automatically becomes the default question label shown to users unless customised it during form setup.
(Optional) Click the Show Advanced Settings button for additional configuration options. See the Advanced Settings section for more information.
Click the Create Field button. The following appears:
Click the OK button. The new field appears under Recently Added in the form's Available Fields panel.
Update a Custom Field
💡Tip: The Rosterfy Object and Field Type cannot be modified.
💡Tip: Built-in fields provided by Rosterfy such as Email or Timezone, are core system defaults. These default fields cannot be edited, renamed, archived or deleted.
Click Settings > Custom Fields.
Click the More Actions menu on the custom field you wish to update.
Click Update. The Update Custom Field screen appears:
Edit the custom field as desired.
(Optional) Click the Advanced tab for additional configuration options. See the Advanced Settings section for more information.
Click the Save button.
Bulk Update Custom Fields
If you wish to update multiple custom fields simultaneously, you can apply a Bulk Update action.
💡Tip: Built-in fields provided by Rosterfy such as Email or Timezone, are core system defaults. These default fields cannot be bulk updated.
Click Settings > Custom Fields.
Click to select specific custom fields you wish to include in the bulk action, or leave them unselected to apply the action to every custom field in the Custom Fields List.
Click the Actions button.
Click Bulk Update Custom Fields. The Update Custom Fields window appears:
Click to turn off the Don't Update and Use Default? buttons to modify the following settings listed in the Advanced Settings section.
Click the Bulk Update Custom Fields button. The following window appears:
Click the Yes button. The following window appears:
Click the Close button.