Selecting the database fields for your new Potentiality database¶

To select and configure the database fields on your site, you need to download this spreadsheet, fill it in and upload it onto our secure file upload tool. See How do I transfer my data to Potentiality for upload? for more information.

Customising User Profile Fields¶

Each tab at the bottom of the spreadsheet corresponds to a tab on the user profile (e.g., Personal or Mailing).

Each tab contains a set of fully customisable fields. You can rename, add, delete, or merge tabs as needed to suit your requirements.

Customising Fields¶

Review the tabs on the spreadsheet and modify the default fields by adding, deleting, or adjusting them as necessary. To indicate a heading (e.g., Residential Address), highlight it in yellow on the spreadsheet.

Field Formats¶

Database fields can take various formats, including:

• Free Text – e.g., First Name, Last Name

• Numeric – e.g., Peer Year

• Date – e.g., Date of Birth

• Checkbox – e.g., for interest fields (Law Society, Cricket Club, Business Breakfasts), allowing users to select multiple options

• Select (Dropdown) – Users choose a single option from a predefined list (e.g., School House)

• Multi-Select (Dropdown) – Users select multiple options (e.g., Alumni and Former Parent)

For Select or Multi-Select fields, list the available options separated by semicolons (e.g., Alumni; Former Parent; Former Staff; Donor).

Field Designations¶

Fields can be designated to appear in specific areas of the site or be visible to certain users. To indicate a designation, mark the corresponding column with an “X” in the same row as the field.

• Admin Only – Field is visible only to administrators.

• Registration Page – Field appears on the user registration form. This form balances collecting useful data with ensuring an easy sign-up process. Consider which fields are necessary at this stage, as users can update details later.

• Mandatory at Registration – Users cannot complete registration without filling in this field.

Guidelines for Field Selection¶

✔ Do take time to carefully consider which fields are essential.
✔ Do remove unnecessary or irrelevant fields.
✔ Do aim for a simple and intuitive set of fields.
✖ Don’t stress too much—fields can always be modified later.

If you need guidance, the Potentiality team is available to assist—just ask!

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