Custom Fields Configuration

Custom fields let you capture data specific to your gym that isn't covered by GymPoint's default fields. Whether you need to track a member's T-shirt size, emergency contact, or fitness goals, custom fields make it possible.

Accessing Custom Fields

Navigate to Settings > Custom Fields from the left sidebar. You'll see a list of all existing custom fields organized by group.

Creating Custom Fields

To create a new custom field:

1. Go to Settings > Custom Fields.

2. Click New Field.

3. Configure the field:

   • Field name — a descriptive label (e.g., "Emergency Contact Phone")
   • Field type — choose from the available types:
     • Text — single-line free text input
     • Number — numeric values only
     • Dropdown — a predefined list of options
     • Date — a date picker
     • Checkbox — a true/false toggle
   • Description (optional) — help text displayed below the field to guide data entry
   • Default value (optional) — a pre-filled value for new records

4. Click Save Field.

The new field immediately becomes available on member profiles and any forms where custom fields are displayed.

Dropdown Field Options

When creating a dropdown field:

1. Select Dropdown as the field type.
2. Click Add Option to add each selectable value.
3. Enter the option label (e.g., "Small", "Medium", "Large", "XL").
4. Reorder options by dragging them into your preferred sequence.
5. Optionally mark one option as the default selection.

Field Validation Rules

Validation rules ensure data quality by restricting what can be entered in a field.

Available validation options:

• Required vs. optional — toggle whether the field must be filled in before saving a member record.
• Minimum/maximum length — for text fields, set character length constraints.
• Minimum/maximum value — for number fields, set numeric range limits.
• Pattern matching — for text fields, enter a regex pattern to enforce a specific format (e.g., phone number format).

To set validation:

1. Open an existing field by clicking its name, or set validation during creation.
2. Expand the Validation section.
3. Configure the rules that apply.
4. Click Save.

When a user enters data that violates a validation rule, GymPoint displays an inline error message explaining what's required.

Required vs. Optional Fields

Marking a field as required means it must be filled in whenever a member profile is created or edited. Use required fields sparingly — too many required fields slow down data entry and can frustrate staff.

Good candidates for required fields:

• Emergency contact information
• Date of birth (if needed for age verification)
• Medical conditions or allergies

Better left as optional:

• T-shirt size
• Fitness goals
• Referral source

Organizing Fields in Groups

Groups help you organize related custom fields together for a cleaner interface.

To create a field group:

1. Go to Settings > Custom Fields.
2. Click New Group.
3. Enter a group name (e.g., "Health Info", "Preferences", "Emergency Contacts").
4. Click Save.

To assign fields to a group:

1. Open the field you want to move.
2. Select the target group from the Group dropdown.
3. Click Save.

On member profiles, fields are displayed under their group headings, making it easy to find and fill in related information.

Using Custom Fields in Forms and Filters

Custom fields integrate with other parts of GymPoint:

In member profiles:

• Custom fields appear on the member's profile page under their assigned group.
• Staff can edit custom field values directly on the profile.

In signup forms:

• Go to Settings > Members > Signup Forms to configure which custom fields appear on your public signup and lead-capture forms.
• Toggle fields on or off for each form.
• Required fields on the signup form must be completed before submission.

In the member portal:

• Custom fields marked as "member-visible" appear on the member's portal profile.
• You can optionally allow members to edit their own custom field values.

In filters and exports:

• Custom fields are available as filter criteria in the member list.
• Filter by any custom field value to create targeted member segments.
• Custom fields are included in CSV exports when selected in the column chooser.

In message templates:

• Custom field values can be referenced in templates using the syntax {{custom.field_name}}, where field_name matches the field's internal name.

Tips

• Plan your fields before creating them. Think about what data you actually need and how you'll use it.
• Use dropdown fields whenever there's a fixed set of answers — they're easier to filter and report on than free text.
• Name fields clearly. "Emergency Phone" is better than "Phone 2."
• Review unused fields periodically. Delete or archive fields that are no longer relevant to keep profiles clean.