Custom Fields

Similar to User Profile Fields, Custom Fields allow Administrators to assign custom field values to different data types, providing greater LMS customization and more granular reporting.

This article outlines the following concepts:

• Create a Custom Field
• Course Custom Fields
• Event Custom Fields
  • Event Custom Field Reporting
• User Object Custom Fields
• Object Type Custom Fields
• Purchase Order Custom Fields
• API Endpoints for Custom Fields
• Use Cases
  • Tracking compliance designations on courses
  • Categorizing events for region-based access and reporting
  • Automating user metadata via API integrations

 

Create a Custom Field

Go to Configuration > click Custom Fields > click New

 

Give this Custom Field a Name and, if applicable, assign it to an Object Type, and select a Field Type.

 

Object Type refers to what the Custom Field is attached to within the LMS. Custom Fields can be applied to Courses, Events, User Objects, Object Types, and Purchase Orders. 

Field Type refers to the different types of data that custom fields can support, including:

• Text Box
• Text Area
• Select*
• Multiple Select**
• Radio Buttons*
• Checkbox**
• Country
• Date
• URL

*Single-select
**Multi-select 

Course Custom Fields

Custom Fields set to Courses become a field in the Advanced Settings tab of the Course editor.

 

Event Custom Fields

The Events list is enabled with an Advanced Search function that includes filters for Custom Fields.

 

Custom Fields set to Events are shown in the Basic Information tab of the Event editor.

 

Event Custom Field Reporting

When creating an Event Report in the Report Builder, scroll down to include Event Custom Fields in the Report.

 

User Object Custom Fields

Custom Fields set to User Objects become an included field when configuring a User Object.

 

Object Type Custom Fields

Custom Fields set to Object Types become an included field when configuring an Object Type.

 

Purchase Order Custom Fields

Custom Fields set to Purchase Orders become an included field in the Settings tab of the Purchase Order editor.

 

API Endpoints for Custom Fields

Utilizing API endpoints with Custom Fields allows Admins to automate the importing and management of custom user data. This is especially helpful when the LMS has a large number of users.

 

Full CRUD (create, read, update, delete) capability is available through the Profile Field endpoints in the Tovuti API documentation. 

 

The Custom Field endpoints listed in the documentation only include Read capability. Admins can recreate their previous Custom Fields endpoints to the full capability of Profile Fields endpoints. 

 

Use Cases

The following are possible general use cases for utilizing this feature:

 

Tracking compliance designations on courses

A training department needs to flag certain courses as part of regulatory or compliance programs, so that they can easily filter, report, and export course data tied to audits or industry standards.

This feature is useful because:

• A Custom Field (e.g., “Compliance Type”) can be applied to each course.

• Admins can use Select or Checkbox field types to label courses as “OSHA,” “HIPAA,” “GDPR,” etc.

• Duplicated courses retain these labels, speeding up content management.

Example Use Case
The Admin creates a Custom Field called “Compliance Type” with multi-select options like “OSHA,” “Cybersecurity,” and “HR Policy.” This field appears in the Advanced Settings of each course and is used to tag training accordingly. During audits, Admins quickly filter and export all “OSHA” courses for documentation.

 

Categorizing events for region-based access and reporting

An organization running live, instructor-led training in multiple regions uses Custom Fields to assign geographic or audience tags to each event, allowing targeted reporting and access control.

This feature is useful because:

• Custom Fields appear directly in the Basic Information tab of Event setup.

• They can be added as filters in the Advanced Search within the Events list.

• Event reports can be configured to include these fields for clearer operational insights.

Example Use Case
The Admin creates a Custom Field called “Region” using a dropdown with options like “West Coast,” “East Coast,” and “Remote.” When creating Events, staff select the region, which then becomes searchable and reportable across the system. Regional managers later generate reports to track participation by area.

 

Automating user metadata via API integrations

A company integrating its LMS with an HRIS wants to attach department codes or user segments that aren’t part of the default Tovuti user fields.

This feature is useful because:

• Custom Fields assigned to User Objects allow storage of department-specific data, access levels, or other internal identifiers.

• These fields can be managed dynamically using API Profile Field endpoints with full CRUD capability.

• This creates a two-way sync between systems and keeps user data current without manual updates.

Example Use Case
The Admin creates a User Object Custom Field called “Team Code” and uses the API to populate it automatically from the HRIS based on new hire records. When users are imported, they are tagged with their corresponding department. Later, these fields are used to filter LMS reports by department-specific learning paths or compliance status.