Using Field Types in Custom Fields

Modified on Wed, 16 Nov, 2022 at 3:27 PM

Choose from a wide variety of Field Types to input and store different types of data. Field Type determines how you add information, such as providing a photo upload button or a calendar for date input. Some fields such as True/False and dropdowns enable dynamic input to permit you to collect different data based on previous response, such as different questions for a cat and dog.

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.

How Do I Set Field Types in Custom Fields?

Navigation: Admin > Custom Fields > Choose database area

Select the area of your system you would like to work in (Client, Pet, Staff, or Service Report) from the Custom Fields submenu. You will see three columns: Pages, Sections, and Fields.
In the first column, click on a Page and in the second column, you will see the Sections on that Page.
Click on a Section and in the third column you will see the Fields in that Section.
Click on a Field or use the "+" to create a new one, and then select the appropriate Field Type.

Select a page then section then field in custom fields in pet sitter software

What Are the Field Types in Custom Fields?

Fields allow one piece of information, such as "Date of Birth" and have one of the following formats:

Number
Simple Text
Date
True / False
Multiline Text (notepad)
Multi-choice dropdown
Multi-choice radio button
Email Address
Web Link (URL)
Phone
Postal Address
File (Document)
Image

Field Types Explained:

Number:

Used when you want the field to contain exclusively a number.
This Field Type cannot contain alphabetical characters, only numbers.
For example, an "Age" field for a pet.

Simple Text:

Can contain any characters and is generally one row of data.
Typically used for names and short notes.
For example, "Pet Name" is a "Simple Text" Field Type.

Date:

This Field Type contains a "Date" only.
A pop-up calendar for date selection is used when Field Type is set to "Date."

True / False:

Contains a "True / False" toggle.
Turning the toggle "ON" indicates a "True" state.

Multiline Text (Notepad):

Can contain any characters and (unlike "Simple Text" ) can be multiple rows high.
Adjust the number of rows as needed; 4 makes the input box 4 rows high.
If set to more than 5 lines, a scroll bar will appear for navigation.

Field Type: Choice:

Allows you to define a limited number of preset "Choices," presented as Radio Buttons
- Only one option can be selected.
- No option is initially selected. If you do not include "not set," if you make an incorrect selection, you cannot reset it to no item selected.
Check the Dropdown box to have the list appear in a Dropdown menu.
- Add "Not set" as the first choice which displays until another option is selected.
- Add your list of Choices to the "Choices" box, one per line, and click "Update."
- For example, "Pet Type" is a "Dropdown" which displays "Not set" until a type of pet (dog, cat, etc.) is chosen from the list.

Email Address:

Must contain a properly formatted Email Address.
It is formatted so clicking the email address will trigger a "new email" process.

Web Link URL:

Valid "URLs" are formatted as a clickable link in the client portal and staff interface.
Clicking the "Web Link" will open a web page.

Phone:

Valid "Phone Numbers" become a clickable link in the staff mobile interface.
Clicking or tapping the "Phone Number" opens options to initiate a call.

Address:

Valid "Addresses" become a clickable link in the staff mobile interface.
Clicking "Address" opens the default maps program and displays the location.

File:

Provides a "Browse" button for selection and upload of a document.
Uploaded files become a downloadable document for users.
Used for storing documents such as terms and conditions and vet release forms.
Acceptable file formats include but are not limited to .xls, .doc, .PDF

Image:

Provides a "Browse" button for selection and upload any image file.
Store images of pets, clients, staff, cleaning supplies, alarm keypads, breaker boxes, etc.
Acceptable file formats include but are not limited to.jpg, .gif and .png.