Custom Profile Data

Access:   >  Account Settings > Registration > Profile Data    (Accessible only to Administrators.)

Things to Know About Profile Data

• The unique information that identifies a registrant is called profile data. (See  >  Profiles).

• The Certain platform includes over 40 standard data-entry fields that you can include on registration forms to gather profile information (for example, First name, Last name, Company, Email address, Phone, etc.)

• Profile data is stored at the account level. This saves data-entry time and helps record-keeping, since profile data can be reused whenever the person registers for any event associated with that Certain account.

 Video: Custom Profile Data (1.5 min)

Using Custom Questions to Collect Additional Profile Data

To collect profile data from registrants that cannot be gathered using the available Certain data fields, an administrator can easily add one or more custom questions to a registration form.

This is especially useful when gathering information that is not likely to change if the person attends multiple events. For example, "What division of the company are you in?" or "Social Security Number:" Since there is no pre-existing data field designed to collect such information, you need to make your own. You may also supply answer choices, when appropriate.

Custom questions and their corresponding answer fields can take various forms—some may be yes/no questions, some could require text entries, others might be answered using check boxes, for example.

Typically, a registrant provides the answers to custom questions during the registration process. However, 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, their answer will be reformatted to match the option set for the event (in  "Reformat data provided by registrant"" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Plan > Configure > Options), such as setting it to UPPER CASE, if the field is included for reformatting in your account-level settings (in Account Settings > Registration > Data Format), as it usually is by default.

Custom Questions for All Profiles in this Account

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

An account may have up to 40 custom question fields for its profile records.

Click Add New to display the Questions page in a pop-up window, where you can create custom questions.

The list includes:

• Type – The type of custom question: Text, Textarea, Radio, Checkbox, Select, Select Multiple, Ticket, Date, Time, Date-Time, Number, Integer, File, Image, or Rating (1–5).

• Question – The name of the custom question.

• Assignment – A system-generated label for the custom question, showing the category with which the question is associated (Profile, Registration, Program Item, or Event), and the order in which the question appears; e.g. "Profile Question 1".

• Actions –

• •  – Copy question. (Opens the Questions page in a pop-up window, populated with the same values, for you to change at least the Name.)

  •  – Delete the question. (You are prompted to confirm your action.)

To edit a question, click it in the list 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.

(They are also the ones available for use in ' Event Setup Forms (form) Logic" href="https://community.certain.com/kbase/form/logic.htm#inline" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Display Questions' Inline Actions in a Logic section on a registration form.)

To add another profile field,select it in the Available Fields list box, and click -» to move it into the list of Fields to Display. (You can click »» to move them all.)

To remove a field from the list, select it in Fields to Display and click «- to move it back to the Available Fields list. (You can click «« to move them all.)

The fields in that Fields to Display box are listed in a table below the two boxes, updated whenever you save changes.

For each field in that table, you can select the Required check box to make that field required in forms, and you can customize the Text to Display – the label used for that field on form.

Users may modify the default set of profile fields in their individual events.

The default set of profile fields will be available in new events (whether built in classic or wizard mode).

Changes to default profile fields in this screen do not affect events and forms already built.

 Video: Custom Profile Default Fields (1 min)

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, which includes profile and registration fields.)

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

To remove a field from the list, select it in the Fields to Import list, and click « to move it back to the Available Fields list. (You can click «« to move them all.)

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

Default States Available

Select the countries for which you 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

Select the countries you 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 (where they can be changed per form).