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Custom fields allow you to extend user profiles beyond standard information, capturing data specific to your organization’s needs. These fields appear on user forms and profiles throughout the system.

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What Are Custom Fields?

Custom fields are administrator-defined data points that supplement standard user information. They enable you to:
  • Track regulatory identification numbers
  • Link users to external systems
  • Store license and certification references
  • Manage organization-specific identifiers
  • Record compliance-related data points

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Field Configuration Options

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Field Name

  • Purpose: The label displayed to users
  • Examples: “CAA Reference Number”, “Part 141 Student ID”, “SMS User ID”
  • Best Practice: Use clear, standardized names that match official documentation

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Field Types

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Text Field

  • Use for: Reference numbers, IDs, license numbers
  • Example: “EASA License Number”, “TSA Registration ID”
  • Behavior: Single line text input for alphanumeric identifiers

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Number Field

  • Use for: Numeric-only identifiers, member numbers
  • Example: “AOPA Member Number”, “Internal Student ID”
  • Behavior: Accepts numeric input only, validates for numbers

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Date Field

  • Use for: Expiry dates, issue dates, renewal dates
  • Example: “ARF Expiry Date”, “English Proficiency Valid Until”
  • Behavior: Date picker interface, consistent date formatting

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Boolean Field (Yes/No)

  • Use for: Compliance checkboxes, authorization flags
  • Example: “GDPR Consent Given”, “Background Check Completed”
  • Behavior: Checkbox or toggle switch

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Select Box

  • Use for: Single choice from predefined categories
  • Example: “License Type” (PPL, CPL, ATPL), “Visa Status”
  • Behavior: Dropdown with configured options

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Multi-Select Box

  • Use for: Multiple certifications or endorsements
  • Example: “Type Ratings”, “Language Proficiencies”
  • Behavior: Allows selecting multiple options

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Additional Settings

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Placeholder Text

  • Purpose: Provides format examples or hints
  • Examples:
    • CAA Reference: “UK.FCL.12345”
    • FAA Certificate: “1234567”
  • Benefit: Ensures correct format for external system compatibility

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Required Field

  • When enabled: User must complete field during registration/profile updates
  • When disabled: Field is optional
  • Consideration: Typically required for regulatory compliance fields

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Instructor Visibility

  • When enabled: Instructors can view this field in their portal
  • When disabled: Only administrators and the user can see the field
  • Use cases:
    • Visible: License numbers, ratings, medical status
    • Hidden: Government IDs, background check status, internal references

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Practical Examples

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Regulatory Compliance

Name: CAA Reference Number Type: Text Placeholder: UK.FCL.12345 Required: Yes Instructor Visible: Yes

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External System Integration

Name: Learning Management System ID Type: Text Placeholder: LMS-2024-0001 Required: No Instructor Visible: No Name: Scheduling Platform User ID Type: Text Placeholder: Enter your ForeFlight ID Required: No Instructor Visible: No

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License Tracking

Name: FAA Certificate Number Type: Text Placeholder: 1234567 Required: Yes Instructor Visible: Yes Name: FCC Radio License Type: Text Placeholder: FRN-1234567890 Required: No Instructor Visible: No

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Organization References

Name: Part 141 Enrollment ID Type: Text Placeholder: 141-2024-ABC123 Required: Yes Instructor Visible: Yes Name: Insurance Policy Reference Type: Text Placeholder: AVN-123456 Required: Yes Instructor Visible: No

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Best Practices

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Regulatory Alignment

  • Match official formats: Use exact field names from regulatory documents
  • Validate patterns: Ensure placeholder text matches official ID formats
  • Consider jurisdictions: Different regions may require different fields

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External System Integration

  • Use consistent field names with external platforms
  • Store IDs in the exact format required by other systems
  • Document which fields map to which external systems
  • Consider API requirements when designing fields

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Instructor Visibility Guidelines

Make visible for:
  • License and rating information
  • Training-relevant certifications
  • Medical certificate status
  • Language proficiency levels
Keep hidden for:
  • Government-issued ID numbers
  • Financial reference numbers
  • System integration IDs
  • Background check references

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Data Security

  • Avoid storing sensitive government IDs unless absolutely necessary
  • Use appropriate visibility settings for compliance data
  • Consider data retention policies for regulatory fields
  • Document why each field exists for audit purposes

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Implementation Strategy

  1. Regulatory Review: Identify all required compliance fields
  2. System Mapping: List all external systems needing user IDs
  3. Standardize Formats: Define exact formats for each identifier
  4. Visibility Matrix: Determine who needs access to each field
  5. Validation Rules: Implement format checking where possible
Custom fields transform FlightWise into a comprehensive system that maintains all necessary regulatory and integration data while keeping sensitive information appropriately secured.