Things to know about Profile Data
- The unique information that identifies a Registrant in an Account is called profile data.
- The Certain Platform includes over 40 standard data-entry fields that you can include on Registration Forms to gather profile data (i.e., First Name, Last Name, Company, Email Address, Phone, etc.) located under Plan > Forms > Registrant Details.
- Profile data is stored at the Account Level.
- Profile data saves data-entry time by allowing profile data reuse whenever the person registers for any Event associated with the Account in Certain Platform.
- Profile data helps record-keeping by allowing profile data reuse whenever the person registers for any Event associated with the Account in Certain Platform.
Using Custom Questions to collect additional Profile Data
Account Settings > Registration > Custom Profile Data
To collect profile data from Registrants that cannot be gathered using the standard Certain data fields, an Administrator can create one or more Custom Questions on the Account and add those Custom Questions to a Registration Form. Once created, a Custom Question displays under Plan > Forms > Registrant Details.
An Account may have up to 40 Custom Questions for its Profile records.
Custom Questions are especially useful when gathering information that is not likely to change if the Registrant attends multiple Events. For example, “What division of the company are you in?” or “Social Security Number:”.
Since there are no standard Certain data fields designed to collect such information, an Administrator creates Custom Questions. The Administrator may supply answer choices, when appropriate.
Custom Questions and their corresponding answer fields can take various forms. Some Custom Questions may be yes/no questions. Some Custom Questions may require text entries. Some Custom Questions may be answered using check boxes, for example.
Typically, a Registrant provides the answers to Custom Questions during the registration process. In some cases, event management staff may supply or edit profile data.
Re-Order Questions
You may reorder the Custom Questions that are associated with an Account on each Form. You may reorder the Custom Questions on each Form, in each Event, under Plan > Form > Registrant Details in the Select Fields section.
Default Profile Fields
Account Settings > Registration > Custom Profile Data
The fields in the Fields to Display box on the right are the default profile fields included in the Registration Forms of all events in this Account. The fields in the Fields to Display box are also the fields available for use in Display Questions Inline Actions in a Logic Section on a Registration Form.
The Data Fields in the Fields to Display box are listed in a table below the two boxes. The table updates whenever you save changes.
For each Data Field in the table, you can select the Require check box to make that Data Field required in Forms. For each Data Field in the table, you can customize the Text to Display to set the label used for that field on a Form.
Users may modify the default set of profile fields in their individual events.
| Data Field | Require | Text to display | |---|---|---| | First Name | ✓ | First name | | Last Name | ✓ | Last Name | | Email | ✓ | Email Address | | Position | ✓ | Position | | Organization | ✓ | Organization | | Address | ✓ | Address | | Address 2 | | Address Line 2 | | City | ✓ | City | | State/Province | ✓ | State/Province | | Postal Code | ✓ | Zip Code | | Country | | Country | | Phone | | Phone Number |
Default Import Mappings
Account Settings > Registration > Custom Profile Data
In the Default Import Mappings section, the fields in the Fields to Import box on the right are the default Profile fields available for mapping to imports of Registrations into an Event.
Default States Available
Account Settings > Registration > Custom Profile Data
The Default States Available section is where you can select the countries for which you want the default states to be available to this Account. These selections control which states are available in the State/Province drop-down lists on your Forms.
> Note: States are not available for all countries.
Default Countries Available
Account Settings > Registration > Custom Profile Data
The Default Countries Available section is where you can select the countries you want to be available by default to this account. (All 247 countries are selected by default, and you can deselect countries as needed.)
> Note: The settings for countries and states cascade down to the Form level in an Event (where they can be edited per Form).