Controlling Field Visibility and Custom Fields in GC Volunteer Management

You decide which of your school's custom fields admins and volunteers can see, filter on, and use in emails, all from your settings and without a support ticket. Two settings work together: "Fields & filters" controls where a field can be used as a filter, and "Custom fields" controls where it shows on the constituent profile and whether it can be used as a merge token.

Choosing where custom fields can be filtered

Head to Settings > Fields and Filters > scroll down to the Custom section to determine which custom fields you’d like to use as filters and in the segment builder. There are three places that you can determine custom fields usage: 

• Segment builder - this field is available as a filter when you build a segment. 
• Visible to admins - the field appears as a column and a filter on the admin “All constituents” table. 
• Visible to volunteers - The field appears as a column and a filter on the volunteer “People” table. 

Note: "Visible to volunteers" only shows the field to volunteers whose role includes the "View Custom Fields" permission. See "Choosing which roles see custom fields" below.

Showing custom fields on the constituent profile

Custom fields aren't shown on the constituent profile until you choose a section for them.

1. Go to Settings > Constituent Profile > Custom fields 
2. For each field, choose a "Profile section": Giving, Education, Contact information, or Additional information.
3. To keep a field off the profile, leave it without a section.

Note: Per role, you can decide if those volunteers can see Custom Fields. 

Using custom fields as merge tokens

Turn on the "Merge token" switch next to a field to make it available in email templates. Admins and volunteers can then insert it to personalize their outreach, such as greeting someone by nickname or mentioning the last reunion they attended.

Important: Volunteers can only use a custom field merge token if their role can see custom fields. A field hidden from a role is also left out of that role's merge tokens, recipient picker, and Outbox. Before hiding a field, check whether any email templates use it.

Choosing which roles see custom fields

The "View Custom Fields" permission controls which volunteer roles see custom fields. It's off by default, so volunteers won't see any custom fields until you turn it on.

1. Go to Roles & Permissions.
2. Open the role you want to update.
3. Turn on "View Custom Fields" and choose whether the role sees custom fields for assigned constituents, constituents in the same class year, or all constituents.
4. Open the role's "Preview" tab to see exactly what volunteers in that role will see.

On Our Radar

The following aren't available yet:

• Renaming fields or sections
• Formatting field values, such as rounding numbers, mapping values, or changing date formats
• Sorting by custom field columns

If you have any questions or feedback, always feel free to reach out to support@givecampus.com.