Event custom fields (questions at checkout)

Who can do this: Owner, Administrator and Programs. Finance, Fundraiser, Front desk and Viewer users can see which fields an event asks on its "Custom Fields" tab, but can't change them, and don't see "Event Custom Fields" in the menu.

Quick steps: Events › "Event Custom Fields" › "Add custom field" › "Label", "Field type", "Collected from" › "Add field". Then Events › the event › "Custom Fields" tab › "Choose a custom field to add..." › "Add to this event".

Before you start

• You need an Owner, Administrator or Programs login.
• Decide whether each question is asked once per order (for example "How did you hear about us?") or of every guest (for example "Meal choice"). You can't change this later.
• For a pick-list question, have the choices ready, for example "Chicken, Fish, Vegan".
• A custom field is one question. You build it once in your organization's custom field library, then add it to each event that should ask it.

Build a custom field in the library

Page: /dashboard/event-fields

1. In the left-hand menu, under "Fundraising", click "Events". Then click "Event Custom Fields" in the list that opens below it.
2. The "Event custom fields" page opens. In the box headed "Event custom fields", at the top right, click "Add custom field". A new box opens at the bottom of the list of fields; scroll down to it.
3. In "Label", type the question, for example "Meal choice".
4. Click the box under "Field type" and choose one: "Short text", "Long text", "Single select", "Multi select", "Yes / No", "Number", "Date" or "Web link".
5. If you chose "Single select" or "Multi select", type the choices in "Options (comma-separated)", for example "Chicken, Fish, Vegan".
6. To make people answer before they can check out, click the switch at the left of "Required". You can change this for each event later.
7. Under "Who can see the answer", leave "Staff only", or choose "Staff and the member".

Important: "Collected from" can't be changed after you click "Add field".

8. Under "Collected from", choose "Each attendee" (asked of every guest) or "The whole order, once".
9. Click "Add field".
10. You'll see "Field added", and the field appears in the list. That means it worked.

The field isn't asked anywhere yet. Add it to an event next.

Add a custom field to an event

Page: /dashboard/campaigns/<campaignId>?tab=questions

1. In the left-hand menu, under "Fundraising", click "Events". Then click "Events" in the list that opens below it.
2. In the list of events, click the event's name.
3. Click the "Custom Fields" tab in the row of tabs near the top.
4. Under "Custom fields this event collects", click the box that says "Choose a custom field to add...".
5. Click the field, for example "Meal choice — per attendee".
6. Click "Add to this event", at the right of the same row.
7. You'll see "Custom field added to this event". The field is listed under "Collected once, for the whole order" or "Collected from every attendee". That means it worked.

From now on, buyers see the question at checkout for this event.

If you see "Your organization has no event custom fields yet.", build one in the library first. If you see "Every custom field in your library is already on this event.", there's nothing left to add.

Change a field for one event

These changes save as soon as you click. They affect only this event.

1. On the event's "Custom Fields" tab, find the field.
2. To make it required or optional at this event, click the switch next to "Required".
3. To change the order, click the small up or down arrow at the left of the field.

Stop asking a field at one event

1. On the event's "Custom Fields" tab, find the field.
2. At the far right of the field, click the X.
3. You'll see ""Meal choice" is no longer collected". That means it worked.

New buyers won't be asked it. Answers already given are kept but no longer show on the event. They show again if you add the field back.

Edit or turn off a field everywhere

Changes in the library affect every event that uses the field.

1. On the "Event custom fields" page, find the field in the list.
2. Change what you need, for example its "Label", "Help text" or "Placeholder".
3. To stop asking it at every event, click the switch next to "Enabled" to turn it off. The field then shows "Hidden".
4. At the top right of the page, a label shows how many changes you haven't saved, for example "1 unsaved change". Click "Save field changes" next to it.
5. You'll see "Fields saved". That means it worked.

If you leave the page before clicking "Save field changes", your edits are lost.

Delete a field

You can only delete a field that no one has answered yet and that no event still asks.

1. On the "Event custom fields" page, find the field.
2. At the top right of the field's box, click the red trash can icon. If you can't click it, hold your pointer over it: it says how many stored answers use the field. Turn it off with "Enabled" instead.

Important: A deleted field can't be brought back.

3. A box asks "Delete custom field". Click "Delete".
4. You'll see "Field "Meal choice" deleted". That means it worked.

If the field is still on an event, you'll see an error. Stop asking it on each event first, then try again.

Special cases

• Where answers show. Each order on the event's "Orders" tab shows its answers. See Look up an order and resend tickets or a receipt.
• On the roll call. You can show a field's answers on the event's roll call. See Share the roll call, or hide an order from it.

If you make a mistake

• A field added to the wrong event can be removed with the X.
• A wrong "Collected from" choice can't be changed. Build a new field with the right choice, add it to the event, and turn the old one off.