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14. How to Add and Manage Custom Fields in TrackAble

Custom fields allow you to store additional information that is not included in TrackAble’s standard fields. You can add custom fields to various areas of the system (e.g., Pupils) and tailor the fields to meet your school’s needs. This guide explains how to add, edit, and delete custom fields, along with an overview of the different field types available.

Where to Access Custom Fields

  1. Go to the Admin Menu (yellow cog icon).

  2. Select the category where you want to add custom fields, such as Pupils.

Once selected, you will see a list of existing custom fields and options to add new ones.

 

Adding a New Custom Field

  1. Click on the Custom Field Category you want to add the field to (e.g., Pupils).

  2. Click Add Custom Field.

  3. Choose a Field Type and complete the field information.

There are six types of custom fields available:

 

1. Text Box

  • Displays a single line of text.

  • Enter a Field Name and optional Description.

  • Select the field position:

    • Below initial fields, or

    • Bottom of the screen

  • Click Save.

The field will now appear on every pupil’s record.

 

2. Text Area

  • Displays a multi-line text area for longer entries.

  • Complete the Field Name, optional Description, select the field position, and Save.

 

3. Dropdown

  • Allows the user to select one option from a list.

  • An additional Options box will appear—enter each option on a new line.

Recommended Practice

  • For Yes/No fields, make the first option “No”, as TrackAble defaults to the first item.

  • For other lists, leave the first option blank so no default is automatically selected.

 

4. Dropdown (Multiple)

  • Works like a standard dropdown, but users can select multiple options.

 

5. Image

  • Allows uploading a photograph or image.

 

6. Checkbox

  • Displays a simple tick box for yes/no style information.

 

⚠️ Important Note

Once a custom field is saved, you cannot change the field type.
If the type is wrong, delete the field and create a new one.

 

Editing a Custom Field

  1. Click Edit next to the custom field.

  2. Make your changes.

  3. Click Save.

You cannot edit the field type. Create a new field if this needs to change.

 

Deleting a Custom Field

  1. Click the down arrow next to the Edit button.

  2. Select Delete.

  3. Confirm the message to permanently delete the field and any associated values.

⚠️ Use caution—deleted fields and their data cannot be recovered.

 

Naming Rules

  • Custom fields cannot have the same name as existing standard fields in TrackAble.

  • If a name is already in use, choose a variation (e.g., “Medical Notes” instead of “Notes”).

 

Need Support?

If you need help setting up custom fields or want advice on best practice, contact:
support@trackable.org.uk