Within Seminars, it is possible to add custom fields, much like the Course custom fields these are reportable and can be useful when needing to add costing to Seminars or get more granular reasons for user cancellations within sessions. It is possible to add custom fields to the following sections within the seminar:
- Event
- Asset
- Room
- Sign-up
- User cancellation
- Event cancellation
Accessing custom fields
Once in the custom fields, there will be sections along the top that will allow for custom fields to be added to the individual sections of a seminar:
Beneath each of the above, there will be a list of already custom fields created (if applicable)
Each will list out the custom field name, the type of field it is and then the action column. Under the edit column it is possible to edit (cog wheel), hide the custom field (eye icon), if applicable delete the custom field (red x icon), it is also possible to move the custom fields up and down the list by using the arrows under the edit column.
Adding new custom fields
Regardless of where the fields need to be added, under each of the already created custom fields there is an option to add a new custom field.
Once the desired choice of custom field has been selected, depending on the selection there may be additional fields that need to be filled out on the next page. However, as default the below options will always appear:
- Full name - The name of the custom field.
- Short name - Short name of the custom field (this must be unique so can not match another custom field).
- Description - What the field will include or how it will be used.
- This field is required - Does the field need to be completed by the user?
- Is this field locked? - When set to Yes the custom field will only display the information given when the field was set up.
- Should the data be unique? - When set to Yes the custom field will only accept a unique value. If a duplicate value is used in this field the system will not allow the item to be saved.
- Hidden on the settings page? - When set to Yes the custom field will not be visible on the settings page or elsewhere where it would have been shown. When No the custom field will be visible.
Where do these custom fields show up?
When a custom field such as Event custom field is created it will show up in the event settings itself under 'custom fields'. Assets and Room will show up when a new room & asset is created then Sign-up, user cancellation & event cancelation would should up when actioned.
Event custom fields
When adding event custom fields, fields added in here will show to the user when viewing the session within the course page.
This has been configured within the Event custom field.
Note
It is possible to have a custom field within the event but not have it show within the session details as shown above. Meaning a Site Manager or Trainer can include the cost, not have it visible to the user but still pull it into a report. To do this, within the custom field settings there is a sit within 'Specific settings' so for example if a custom field for Event the setting to hide is called 'Show in exports and lists'.
Asset custom fields
When adding asset custom fields, fields added in here will show to the person adding an asset to the LMS.
This is then configured when a new asset is added.
Room custom fields
Same as Asset, it is possible to add additional fields that will be shown within the Room selected for the session.
When a new room is created, the custom field is then displayed and can be populated.
Sign-up custom fields
Sign-up custom fields are displayed when the user signs up to the event. Typically, these can be to ask the user about any special requirements that may be needing to be taken into consideration to ensure the attending user is best accommodated.
When the user then signs up, they will be asked to input text into this prompted question. As stated before these can be made to be required therefore the user can not sign up successfully without filling in this information.
User cancellations custom fields
When a user cancels an event, a custom field can be added to provide the Trainer or Site Manager with information as to why they are cancelling their booking.
When the user then goes to cancel their booking, they will be asked to provide a reason as to why they are cancelling and in this example the field is marked as mandatory meaning it must be filled in order to be cancelled off the session.
Event cancellation custom fields
It will also be the case that events need to be cancelled meaning that everyone booked onto the session will be cancelled off. It is possible to provide a reason for the event being cancelled just like it is for a user.
This field can be made mandatory which therefore means that if the session is cancelled a reason must be provided and again this is fully reportable. Once the cancellation button is clicked, the below screen shows:
Reporting on custom fields added with the above settings
It is fully possible to report on all custom fields that is added to the above, when adding columns to reportings sources in regards to Seminars (Seminar Sign-Ups for example) any custom fields added will show: