Custom Profile Data

Things to Know About Profile Data

The unique information that identifies a registrant is called profile data. The Certain platform includes over 40 standard data-entry fields that you can include on registration forms to gather profile information. Profile information examples include First name, Last name, Company, Email address, and Phone. Profile data is stored at the account level. Profile data storage saves data-entry time. Profile data storage helps record-keeping. Profile data can be reused whenever a person registers for any event associated with a Certain account.

Using Custom Questions to Collect Additional Profile Data

An administrator can add one or more custom questions to a registration form. Custom questions collect profile data from registrants that available Certain data fields cannot gather.

Custom questions are especially useful when gathering information that is not likely to change if the person attends multiple events. Custom questions can collect information such as “What division of the company are you in?” Custom questions can collect information such as “Social Security Number:”.

There is no pre-existing data field designed to collect such information. Users create a custom question to collect such information. Users may supply answer choices when appropriate.

Custom questions and their corresponding answer fields can take various forms. Custom questions can be yes/no questions. Custom questions can require text entries. Custom questions can be answered using check boxes.

Typically, a registrant provides answers to custom questions during the registration process. In some cases event management staff may wish to supply or edit profile data.

> Note: When the registrant answers a custom question of type Text in a registration form, the registrant’s answer will be reformatted to match the option set for the event (in Plan > Configure > Options). > The registrant’s answer will be reformatted to match the event option set when the field is included for reformatting in account-level settings (in Account Settings > Registration > Data Format). > This reformatting usually occurs by default.

Custom Questions for All Profiles in this Account

This section lists the custom profile questions in the current account. This section may be a multi-page list.

An account may have up to 40 custom question fields for its profile records. Users click Add New to display the Questions page in a pop-up window. Users create custom questions in that pop-up window.

The custom question list includes Type. The custom question list includes Question. The custom question list includes Assignment. The custom question list includes Actions.

Custom question types include Text, Textarea, Radio, Checkbox, Select, Select Multiple, Ticket, Date, Time, Date-Time, Number, Integer, File, Image, and Rating (1–5).

Assignment shows the category associated with the question.

Assignment shows the order in which the question appears.

Assignment categories include Profile, Registration, Program Item, or Event.

An example assignment label is “Profile Question 1”.

The pop-up window is populated with the same values.

Users change at least the Name when using Copy question.

Users confirm the deletion action when prompted.

Users can edit a question. Users click a question in the list. Users can also click the pencil icon to open the Questions page in a pop-up window.

Re-order Questions

The preview box shows which custom questions are associated with the current account.

To re-order questions: 1. Select a question. 2. Click the Move Up or Move Down button as many times as necessary to move the question to its new position in the list.

Default Profile Fields

The fields in the Fields to Display box on the right are the default profile fields to be included in the registration forms of all events in this account. The default profile fields are also the ones available for use in 'Display Questions' Inline Actions in a Logic section on a registration form.

To add another profile field, users select the field in the Available Fields list box. Users click -» to move the field into the list of Fields to Display. Users can click »» to move all fields.

To remove a field from the list, users select the field in Fields to Display. Users click «- to move the field back to the Available Fields list. Users can click «« to move all fields.

The fields in the Fields to Display box are listed in a table below the two boxes. The table updates whenever users save changes.

For each field in the table, users can select the Required check box. Users can make the field required in forms by selecting Required. Users can customize the Text to Display label. Text to Display is the label used for that field on the form.

Users may modify the default set of profile fields in their individual events. The default set of profile fields is available in new events. New events can be built in classic mode or wizard mode. Changes to default profile fields in this screen do not affect events and forms already built.

Default Import Mappings

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.

(See Import Registration Data, accessed via Manage > Registrations > Import.)

> Note: Users can change the list of fields there for each import. > The list includes profile and registration fields.

To add another profile field (including any Custom Questions set up on this page), users select the field in the Fields Available for Event list box. Users click » to move the field into the list of Fields to Import. Users can click »» to move all fields.

To remove a field from the list, users select the field in the Fields to Import list. Users click « to move the field back to the Available Fields list. Users can click «« to move all fields.

To change the order of fields in the default import mapping, users select fields in the Fields to Import list. Users use the Top / Up / Down / Bottom buttons to move fields to new positions in the list.

Default States Available

Users select the countries for which they want the default states to be available to this account. These selections control what states are available in the State/Province drop-down lists.

> Note: States are not available for all countries.

Default Countries Available

Users select the countries they want to be available by default to this account. “All 247 are selected by default.”

Note that the settings for countries and states cascade down to the form level in an event. Users can change these settings per form.