How Do I Configure Registration Fields?

In this article we show you how to utilize registration fields for your users to help uniquely identify them based on attributes you choose.

What are Registration Fields?

Registration Fields are custom fields that can be utilized to gather and keep track of data about users. These are powerful when used with auto-assignment rules to automatically put users in a group based on a Registration Field value.

How Do I Set Up Registration Fields?

• From the Admin Navigation menu, select Registration Fields.
• Within Registration Fields, you will see there are 64 fields that can be customized to suit your needs.
• Double-click on a Registration Field to edit/configure it.
• You will see these options when setting up a Registration Field:
  • Field Title - This is the name of the Registration Field that will be displayed to admins and users (if the field is configured to be shown to users).
  • Active - You have the option to either set the field as Visible to All, Visible to Main Admins Only, Visible to All Admins, and Inactive. When inactive, the field will not display to any users.
  • Type - There are 5 types of Registration Fields:
    • Text - Allows for text to be entered into the field. Regex can be used to ensure you are getting the text you want.
    • Number - Allows a number to be entered into the field. Regex can be used to ensure you are getting the number format you want.
    • Date - Allows a date to be selected for this field.
    • Dropdown - Allows multiple values to be put into a drop-down list to be selected from. We will discuss drop-downs more in-depth in the Drop-down and Sub-Drop-down section below.
    • Sub-Dropdown - Allows multiple values to be put into a drop-down list that is dependent on a parent drop-down to have unique values. We will discuss sub-drop-downs more in-depth in the Drop-down and Sub-Dropdown section below.
  • Allow Blank Value - If this is not checked, then this field will be required to be filled in by the user.
  • Searchable - This will show this Registration Field as a filterable item on the Users page for admins.
  • Users Can Edit - This allows students and instructors to edit these values from their profile page or on the registration page (if you have self-registration enabled in General Settings).
  • User Group Admins Can Edit -
    • If Always is selected, the User Group Admins can always edit the values of the registration field for users in groups they are admins of.
    • If Never is selected, then User Group Admins will not be able to change the values of the registration field for users in groups they are admins of.
    • If When Option is Selectable is selected, then User Group Admins can only edit the values if the option of the drop-down is viewable to User Group Admins. Note: This option is only shown when a Dropdown registration field type is selected.
  • Inherited From User Group Admin - If checked, when a user is placed in a group, they will inherit this field from the User Group Admin of this group.
  • Show on Transcript and Activity Report - If checked, this Registration Field will show on the student's Transcript and Activity Report.
  • Show on self-registration page - If checked, this value will display on the self-registration page. Note: Self-Registration must be turned on in General Settings.
  • Hide on rosters - If checked, this value will not display on classroom session and webinar session rosters.
  • Hide from user if empty - If the Registration Field is blank, then the user will not see this Registration Field in their profile.
  • Minimum Length - Minimum length you want to require the field to have (used for Text type only).
  • Maximum Length - Maximum length you want to require the field to have (used for Text type only).
  • Minimum Value - Minimum value you want to require the field to have (used for Number type only). For example, a minimum value of 50 would prevent users from entering a value lower than 50.
  • Maximum Value - Maximum value you want to require the field to have (used for Number type only). For example, a maximum value of 100 would prevent users from entering a value higher than 100.
  • Custom Validation Regex - This is used to create Regular Expressions to get very specific text or numbers from your users without mistakes (can be used for Text and Number types only).
  • Custom Validation Error Text - This will display a custom error message to the user if they are not meeting the requirements for the Regex setup for the field (can be used for Text and Number types only).

Drop-down and Sub-Drop-down

Drop-downs and sub-drop-downs have more complexity to them, which is why we made them their own section. However, with that complexity comes the power to get information and put users in groups, designed around static values.

How to Configure Drop-downs

• Follow the directions above to set up a Registration Field.
• Select Dropdown as the type.
• Once selected, new options labeled Dropdown Options will be shown in a grid at the bottom.
• Click the Add button to add a row to the grid.
• There are two primary things you need to fill out:
  • The English column - This is the option that is displayed to the user in the drop-down list. Think of the English column as the name of a company on the stock market.
  • The Value column - This is the unique value for this item in the drop-down list. The value input here is what is used to target certain Registration Field values via auto-assignment rules. Think of the Value column as the stock ticker of a company on the stock market.
• Other options that can be filled out:
  • Any other languages you may have your LMS translated into. This will display the registration value to the user in the language they have selected in their profile.
  • Admin Only - If checked, only User Group Admins, Sub Admins, and Main Admins can see this value and select it.
  • Main Admins - If selected, only Main Admins can see this value and select it.
• Make sure to click Save Changes at the bottom once completed.

How to Configure Sub-Drop-downs

• Follow the directions above to set up a Registration Field.
• Select Sub-Dropdown as the type.
• Once selected, new options appear labeled:
  • Parent Dropdown - Select the drop-down you want to be the parent to this drop-down.
  • Parent Dropdown Option - Select the option of the parent drop-down you want to associate this sub-drop-down's values with. Think of the Parent Dropdown as a country, the Parent Dropdown Option would be the United States, and the Sub-Dropdown would be the states. The values of the states drop-down will only show the states relevant to the Parent Dropdown Option selected.
  • Dropdown Options - Just as above in the Dropdown section, this is the grid where you will input the values.
    • There are two primary things you need to fill out:
      • The English column - This is the option that is displayed to the user in the drop-down list. Think of the English column as the name of a company on the stock market.
      • The Value column - This is the unique value for this item in the drop-down list. The value input here is what is used to target certain registration field values via auto-assignment rules. Think of the Value column as the stock ticker of a company on the stock market.
  • Other options that can be filled out:
    • Any other languages you may have your LMS translated into. This will display the registration value to the user in the language they have selected in their profile.
    • Admin Only - If checked, only User Group Admins, Sub Admins, and Main Admins can see this value and select it.
    • Main Admins - If selected, only Main Admins can see this value and select it.
    • User Group Admins Can Edit -
      • If Always is selected, the User Group Admins can always edit the values of their own registration fields from their admin view.
      • If Never is selected, then they will not be able to change their own values from the admin view, even if it is set to viewable.
      • If when option is selectable is selected, the User Group Admins can edit the values if the Main Admins checkbox is not selected for the Registration Field value.
  • Click Save Changes at the bottom once completed.