User-Defined Fields

In addition to the existing fields on the People Screen, you can also create and edit individual and family User-Defined Fields for your church database. You can create an unlimited number of these custom fields.

A User-Defined Field is a custom field that you add to your church database. This allows you to store information on your church members that you need.

Creating and Editing UDFs
UDF Permissions
FAQs

Creating and Editing UDFs

To create a new User-Defined Field, select the "Setup" tab on the toolbar at the top of the screen. Then choose "User Defined Fields."

Next, choose which type of field you want to create: individual (information only applies to the individual person) or family (information applies to the entire family) and then select "Add a New Field" to customize it.

Real-World Example: UDFs help churches track key milestones like first visit dates, baptism dates, and membership status. For instance, a leader can quickly see when someone first attended, follow up on baptism interest, or confirm when they officially joined the church.

Then, select your Field Type.

The Yes/No Option automatically sets "yes" or "no" as the options to choose from the selection box.
The Small Text Box gives you a one-line field to enter text (up to 100 characters).
The Large Text Box gives you a large box to enter text (up to 500 characters).
The Selection List allows you to create a list of responses, which the user can select from the selection box.
The PDF File option allows you to import a single PDF file such as youth permissions slips, security background checks, etc. to keep on record.
The Date Picker option allows you to select a specific date from a pop up calendar.
The Date (w/ year optional) allows you to just select the month and day. Perfect for anniversaries!
The Checklist option allows for multiple selections to be recorded for this field.
The Hyperlink option allows you to add a link to another website or to a file stored in the cloud.

You will not be able to add your list selections until you have first created the field. Once the field has been created you can add your list selections by selecting the field type.

Once the field type is set, it cannot be changed. You will have to delete the field and create a new one.

UDF Permissions

Under the "Who Can View This Field?" setting, you can choose between "All ChurchTrac Users" or "Only Selected Users."

How to create Church Calendars in ChurchTrac

If you select "Only Selected Users," you will need to manually add the users who should have access to that Field.

When "Only Selected Users" is chosen, those fields will appear under your Settings → User Accounts → People and Families → "User Defined Fields" permissions for each user. Any calendars not restricted to specific users will be accessible to all users. Learn more about User Account Permissions ›

Managing User Privaleges in the church management software

Customize Your Database

Watch our recent webinar for a deeper dive into User-Defined fields.

Learn More about User-Defined Fields ›

FAQs

How do I remove the custom fields that come with my ChurchTrac account?

Your ChurchTrac account comes with a few user-defined fields. We added these to show an example of what you can create for your church.

You can remove them by going to the User-Defined screen in the People feature. Choose each field you want to remove, then select the delete button in the bottom-right corner of the flyout menu (it looks like a trashcan).

How many custom fields can I make for my church directory?

As many as you need! You can create custom fields that appear in either the individual section of a person's profile, or in the family section.