If you're on the Empower plan and you’d like to access this feature, please email your Account Manager to discuss upgrade options.
If you’re on the Basic plan you’d like to access this feature, please email AccountManager@onthestage.com to discuss upgrade options.
On your Main OTS Dashboard, click on Settings on the left-hand navigation. Click on Custom Fields underneath Settings.
This will bring you to the Custom Fields page. On this page, you can configure account level custom fields that will display on all patrons within your Contacts list. Any fields you've already configured will appear in alphabetical order on this page.
To add a new Custom Field, click on the + button.
A modal will open up on the page, allowing you to configure up to 5 custom fields.
Each custom field requires a Field Type - this is to set what kind of data will be collected in this field. The choices on this dropdown are Text, Number, and Date.
Text data will allow you to enter a string of text for the custom field entry. For example, if you wanted to store data on which college your patrons went to, you would choose Text to enter text values.
Number data will allow you to enter a number for the custom field entry. For example, if you wanted to store annual income data, you would choose Number to enter numerical values.
Choosing Date will allow you to enter a calendar date for the custom field entry. For example, if you wanted to store an anniversary, you would choose Date to store calendar values.
Enter what you're calling your custom field in the Field Name text box.
To add the next custom field, repeat the process on the next line
Once you've entered up to 5 custom fields, click Save to save your entries. Click Cancel to exit the modal without saving.
If you attempt to configure a custom field that already exists within the system (either as a standard OTS field or as another custom field,) you will see this error. Error messages will also appear if you attempt to save a field without a field type or without a field name.
If you wish to edit the name of a field you've configured, click the pencil icon to the right of the field on the main page. You are not able to edit a field type.
Edit the name of the custom field in this modal. When you're done with your changes, hit Save. Hit Cancel to exit without saving.
If you wish to delete a field you've configured, click the trash icon to the right of the field on the main page.
A modal will appear warning you that this action will delete this field from all patron profiles and cannot be recovered. If you wish to proceed, hit Delete. If you wish to exit without deleting, hit Cancel.
If you have patron data you wish to store in these custom fields, you can input data directly on a patron's profile. Click Contacts to navigate to the patron profile list.
On this page, you can search for a patron using the search bar in the right corner.
Once you have navigated to the patron's profile, click on the Customizable Fields tab to view all account level fields
On this page, all fields you've configured at the account level will be reflected here. You'll notice that the Entry column is empty. The Entry column is where any information on that patron specifically will be held.
23. To add an entry, click on the pencil icon on the right hand side
A modal will pop up displaying the name of the field and the field type you had configured at the account level. In the Entry text box, enter the patron information you wish to include. For this field, because we're gathering annual income information, we'll add 80000.
The entry in the text box must match the type of field you're gathering.
Because I entered text here when the system was expecting a number, I will not be allowed to save the entry.
This is an example of the way dates must be entered.
Click on Save to save your changes. Hit Cancel to close without saving.
Upon successful save, the table on the Customizable Fields tab will display the entry you have configured.
If you wish to delete an entry you've entered, open the edit modal again, remove the data, and hit Save. You will save an empty entry. Hit the pencil icon again to add another entry at any time.
