Hidden Access in Custom Fields

Modified on Thu, 17 Nov 2022 at 04:51 PM

Once you have created Pages, Sections, and Fields, you can set the correct access for Staff and Clients. There may be times where an existing Page, Section or Field is no longer required, but you are not ready to delete its contents. In that case, you would use the "hidden" setting.

Note: "Hidden" can be used it you don't need to collect this data, but the field "is an Alias" for a critical part of the database and therefore cannot be deleted.

What are Custom Fields?

Custom Fields give you the power to design a custom database, with whatever data fields you need in a client account, a pet record, a staff record and Service Reports, and this is also reflected in a customized Client Portal. Not only can you maintain the data your business needs, you can set permissions on a field-by-field basis to allow different access and editing rights to only those groups you permit: Staff and Clients. 

Your data consists of separate Pages of information, and each page has Sections and each Section has Fields where data is input. Additionally, the data is dynamic, meaning you can control the input options or questions, depending on the answer to a previous question. For example, if a client is completing a pet record for a cat, you can ask a different set of questions than for a dog. Learn more: Custom Fields Display Conditions.

What does the Field status panel mean?

Each field now has a "status" panel describing what you can – and cannot – do to customize it in custom fields. Below are two examples of a "system" field that cannot be customized, and a custom field that can.

Note: fields that cannot be deleted are ones that have already been populated in client, pet or staff accounts.

What is Hidden Access in Custom Fields?

Navigation: Admin > Settings > Custom Fields > Click on a database area > Then click on a Page, Section or Field.

Step 1

  • On the submenu that opens up under "Custom Fields", select which area of the system you want to work in: Clients, Pets, Staff, or Service Reports (Vets area is not customizable.)
  • Select the Page, Section or Field to change permissions. 

Tip: You must select a Page, then Section to access the Field menu. If you only select a Page, the entire Page and its contents will be hidden.

Select a page, section or field to customize in custom fields in pet sitting software

Step 2

  • Toggle "Hidden" to "ON" to remove the data from being viewed through the client Account. It will not be seen by Administrators, Staff or Clients.

Note: When you check "Hidden" the field will still appear in Custom Fields set-up tools, but not in your client, staff and pet records. It is a good practice to create a page called "Hidden" and move all of the fields that you Hide to this page to avoid confusion.

Set your page, section or field to be hidden in custom fields in cat sitting software

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