Using Custom Contact Fields

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There are 45 standard fields within your Address Book for every contact, ranging from the expected (name, email address, title) to the thorough (home fax, nickname). However, there's probably something else your organization needs to know about the people attending their events. Ensure that information is tracked with custom contact fields.

Once added, custom contact fields can be displayed during registration, included in reports, and imported to and exported from the Address Book.
 
NOTE: If the data you're collecting is specific to one event (e.g. meal or topic preferences), use event questions instead.

Adding a Custom Contact Field

1 Access the Custom Fields page. Click the App Switcher icon in the top-right, then select Admin from the dropdown. From the left-hand navigation, under General, click Custom Fields.

Select Custom Contact Fields from the dropdown.

2 Add the custom contact field. Determine if you want to create a consent type field or an open ended or choice type field.

To add a consent field, click Create Consent Field. This will require contacts to give their consent for you to use their personal information, which allows you to abide by GDPR requirements. Give it a name, then give the field a code, which is necessary to generate a data tag for the new field. Add the Acceptance Text, which will appear next to the radio button that a registrant selects.
 
Consent Field Basic Information

Click Save.
 
NOTE: Once a contact answers a consent type field, the Consent Text can no longer be edited.

Click Create Custom Field. Name the custom contact field. Feel free to reuse this name in the Code textbox. The code is necessary to generate a data tag for the new field. Consider entering help text to provide further guidance. This will display to fellow users in the Address Book and invitees during registration. In the example below, XXXX-XXXXX has been entered to illustrate the proper format for student IDs.
 
NOTE: As outlined in Cvent's Terms of Use, you should never use a custom contact field to collect sensitive data.

Contact Field Basic Information

Select a field type. Your choices include:
 
  • Open Ended Text - Date/Time - Provides a series of dropdowns for each collected field. To make date selection faster, ensure "Display pop-up calendar" is set to Yes.
Pop-Up Calendar
 
  • Open Ended Text - One Line - Generates a textbox sized for a single word or sentence. You can specify the format people must use in the textbox, such as an email addresses or phone numbers. Hover over the question mark next to the Answer Format dropdown for an explanation of each.
  • Open Ended Text - Comment Box - Generates a larger textbox with a set character limit.
  • Choice - Single Answer (Drop-Down) - Displays your entered answers in a dropdown.
  • Choice - Single Answer (Vertical) - Displays your entered answers as a vertical list of radio buttons.
  • Choice - Single Answer (Horizontal) - Displays your entered answers as a horizontal list of radio buttons.
  • Choice - Multiple Answers (Multi-Select Box) - Positions your entered answers in a dropdown alongside a vertical list of checkboxes.
  • Choice - Multiple Answers (Vertical) - Positions your entered answers alongside a vertical list of checkboxes.
  • Choice - Multiple Answers (Horizontal) - Positions your entered answers alongside a horizontal list of checkboxes.
 
NOTE: Choice fields in horizontal or multi-select box format currently display as a vertical choice in Flex events.

Click Save. The custom contact field will now be attached to every contact in your Address Book.

3 Add advanced logic, if necessary. Single and multiple answer custom fields can be linked together to provide more relevant answer options. For example, after selecting "New England" for Region, only locations in the appropriate states would be listed in the next question asking for their specific office.

To add this logic, click the neighboring tab, Advanced Logic. Click Edit and switch "Use the answer to another field to determine which choices appear in this field" to Yes. Then select a source question from the dropdown. This question will determine which answers an invitee will see.

A table will appear below with the columns displaying the current question's answers, and the rows showing the source question answers. Match the correct source question answers to the current question's answers by checking the boxes.

Click Save.


Displaying Custom Contact Fields

1 Access the Site Designer. Click the App Switcher icon in the top-right, then select Events from the dropdown. Choose your event. From the left-hand navigation, click Registration, then Registration Process. If applicable, select a registration path from the dropdown. Then click Open Site Designer.

2 Choose which fields are displayed. Click Build to the right of the canvas. Scroll down to the Standard Contact Fields, or Custom Contact Fields section and drag and drop the field onto the canvas.

 
User-added image

The Styling and Configuration options will display to the right of the canvas. Use the Field Label to rename the field, then use the Label Placement dropdown to position the text above the field or to the left of the field.

Under "Display as," decide how the field will show up. Your options include:
  • Optional displays the field but invitees can ignore it.
  • Read-Only displays the field but will not let invitees change it.
  • Required displays the field and will not let invitees continue until they've filled it out.

Once you're done, click Save to save the draft, or click Publish to make it visible to invitees. If you have multiple paths, you will need to repeat this process for each one.
 

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