Profile Fields

Create and manage profile fields

Profile fields store the custom details your camp tracks about people in Campium, such as school, grade, allergies, bus route, or staff department. Each field has a name, a field type, and answers saved per person.

Built-in fields such as name, email, user type, and status are separate from profile fields. Use Profile Fields for the data your organization defines and maintains.

Field types

Profile fields support these field types:

• Text - freeform answers such as classroom name, physician, or notes

• Date - date-based answers such as graduation date or last physical

• Multiple Choice - Choose One - a single selection from a list, such as grade or bus route

• Multiple Choice - Choose Many - multiple selections from a list, such as allergies or activity interests

• Ranked Choice - families put options in order (1st choice, 2nd choice, 3rd choice) instead of only selecting them. See Ranked Choice fields.

• Link to a User - links this field to another person in Campium. When you choose this type, you pick the target user type the field points to: Staff, Camper, or Guardian (for example, linking a camper to an assigned counselor)

Find Profile Fields in Admin

Open Admin → Profile Fields at /admin/profile-fields.php. You need the Profile Fields permission, listed as custom_module, to access the page.

The page opens to a searchable table of all profile fields in your database. From there, you can add fields, edit existing ones, manage options, review usage, and control access.

Understand the main screen

The main Profile Fields screen gives you a high-level view of every field and how it is configured.

Each row also includes a dropdown menu (⋮) with actions for that field. Not every action appears on every row — visibility depends on the field type and whether it is a system field.

Add a new field

Create a new field when you need to track information that Campium does not provide as a built-in field.

Field settings

Use the Add New Field form to define the field.

After you save, the field appears in the Profile Fields table.

Family fields

Use Family when everyone in the household should share one answer (for example, a shared doctor name or emergency note).

1. Open Admin → Profile Fields.
2. Create a field or open Edit Profile Field.
3. Under This field will be used for, choose Family.
4. Save. Only Text, Date, and multiple-choice types (Choose One / Choose Many) can be Family fields. Other types show: Only text, date and multiple choice fields can be shared by a family.

On profiles, a Family badge (title Shared by the whole family) marks the field. Editing the answer on any member updates it for the whole family. Forms that include the field save to that same shared answer.

If the field already has answers and you try to switch between Person and Family, Campium blocks the change for regular staff: This field already has answers, so it can't switch between Person and Family here. Contact Campium support to convert it. New Family fields, or eligible fields with no answers yet, can still be set to Family from the editor.

Linked Fields

Linked Fields lets one Choose One dropdown update another when someone picks an option. Example: choosing a Group can fill in the matching Section.

1. Open Admin → Profile Fields.
2. Click Linked Fields (toolbar button on the main list).
3. Click Link two fields.
4. Under When this field changes, choose the source. Under Update this field, choose the target. Both must be single-choice (Choose One) dropdowns. Click Continue.
5. For each source option, pick the matching target option (or leave unmapped so the target stays as-is when that source option is chosen). Clearing the source clears the target. The mapping table includes a Saving updates column that counts who would change.
6. As you map options, a live preview shows Checking who this would update..., then Saving updates with the target field name and person count (or Saving updates no one.), with move counts such as 3 from blank to Section A. Use Show names / Hide names to list sample people. Helper text: Only active and pending profiles are updated. Inactive profiles keep what they have. People in options you did not change who already differ can be left alone, or you can choose Update them.
7. Click Link fields (or Save when editing). Confirm with a prompt that names how many people will be updated (or Save this link? No one is updated.). Confirm button: Yes, save it. If people need updating, a progress dialog shows counts for Updated, Skipped, and Failed, plus Close and a retry control when needed.

On the Linked Fields list, use Edit or Remove on an existing link, or Back to Linked Fields from the mapping screen.

Rules:

• A field cannot link to itself, be both a source and a target, or have more than one source.
• You need Profile Fields access (same permission as the rest of this page).
• Group and Section pairs that already use Group Settings keep those mappings; Linked Fields does not replace that special case.

Ranked Choice fields

Use Ranked Choice when someone should put options in preference order, not only select them.

1. Open Admin → Profile Fields and create a field (or open an existing Ranked Choice field).
2. Set Type of Field to Ranked Choice.
3. Under How many can they rank?, set At least and Up to.
4. Open Options from the row menu and add the choices people can rank.
5. Put the field on a form like any other profile field.

On the parent portal and registration forms, families see one dropdown per rank slot (1st choice, 2nd choice, and so on). Answers save in rank order and show that way on profiles, reports, and exports.

Manage options for choice fields

Choose One, Choose Many, and Ranked Choice fields depend on an option list. After creating the field, open Options from the row menu to open the Edit Options dialog.

What you can do in Edit Options

• Add an option: type a label and press Enter or click Add. Helper text: Press Enter to add. Each option saves right away. Click Done when you are finished (Done also adds any text still in the box, then closes).

• Reorder options by dragging the grip (Drag to reorder). On a touch screen, press and hold briefly on the grip, then drag.

• Sort options with A to Z or By number (0 to 9).

• Edit an option from its ⋮ menu when a label needs to change.

• Hide option / Show option from the ⋮ menu, so the choice stops (or starts again) appearing on the parent portal and in admin without deleting it.

• Merge selected options when two or more choices should become one. Check at least two options; the selection line reads Select options to merge, then 1 selected, pick one more, then N selected. Merge combines them into the first checked option. Confirm with Yes, merge.

• Delete options that you no longer need.

Each option shows how many people in the selected season have that answer (No answers, 1 person, or N people; tooltip starts with People in and the season name). Use Answers in at the top of the list to switch between the current season and a ready season snapshot when snapshots exist.

Hide an option from profile dropdowns

Use this when a choice should stop appearing on the parent portal, registration forms, and admin profile pickers, but you still need the option on the Options list for history.

1. Open Options for the field (modal title Edit Options).
2. Open the option's ⋮ menu and select Hide option.
3. Confirm with Yes, hide it. Campium explains that the option will no longer be offered on the parent portal or in admin, and that answers people already gave are kept.
4. The option stays in your Options list with a Hidden badge.

Hidden options no longer appear in admin profile dropdowns either (including when someone already had that answer selected). The next time that profile is saved, the hidden answer is cleared, so pick a current option first if you still need a value. The Options list itself still shows the choice with Hidden.

To bring it back, open the same menu and select Show option, then confirm with Yes, show it.

This is separate from setting the whole field to Active or Inactive.

Edit a field without losing data

Use Edit from the row menu to update an existing field's settings. You can rename the field, change user types, adjust size, update question text, change formatting, toggle the health report setting, and revise role access.

You can also change the field status between Active and Inactive. The Status column header has an info icon with the same explanation as in the table above. Inactive fields are hidden from profiles and reports in every season, but Campium keeps the existing answers so setting the field back to Active restores them.

Active vs. inactive

Set a field to inactive when you want to stop using it without removing historical data. This is the safest option when the field has been used on profiles, forms, or reports and you may need those answers later.

Some core or system-managed fields are more restricted. Depending on the field, Campium may prevent renaming or deleting it.

Know where answers appear

A single profile field can appear in several places across Campium. You define the field once, and answers can be collected, displayed, or reported in multiple workflows.

Profile field answers can appear in:

• Admin profiles on tabs and layouts

• Registration forms

• Parent Portal

• Reports as optional extra columns

• Health report

• Staff Hub

This shared behavior is why the Usage action matters. Use View Usage before you edit or remove a field so you can see where that field is currently referenced.

Control access and visibility

Field access is controlled on the field itself. This role-based access is separate from the broader page permissions configured in Roles and Permissions.

By default, all CampiumDB users can see all profile field data. Restrict access on sensitive fields when only certain roles should view or work with that information.

Use Access Rights on a field (or Who has access? when you create or edit the field) to choose which staff roles can see that field's answers. Profile search and autocomplete also respect those grants, so staff only see matching answers for fields their role can access. Changes apply right away.

Copy, delete, or clear answers

The row menu includes several maintenance actions for existing fields.

System and primary fields cannot be deleted. If you need to stop using one of these fields, set it to inactive instead when that option is available.

Clear answers with Remove Everyone's Response

Use Remove Everyone's Response when you want to wipe answers for a field without deleting the field itself. This is common at season change when parents should answer again.

1. Open Admin → Profile Fields.
2. Open the row menu (⋮) for the field and select Remove Everyone's Response.
3. In the Remove responses dialog, choose a scope:
   • All responses removes every saved answer for that field.
   • Only responses last updated before: removes answers whose last update is before the date you pick. Newer answers stay. Pick a date that is today or earlier.
4. Select Remove responses to confirm.

Campium shows how many answers were removed (for example, Removed 42 responses.). This cannot be undone, so prefer the date scope when some families have already answered for the new season.

Use Profile Layouts to place fields on profiles

Creating a field does not automatically place it on every profile tab. Profile Layouts is a separate Admin area that controls where fields appear on profiles, how tabs are organized, and what order fields use for each user type.

Address fields stay together in pickers

Street, line 2, city, state, and zip that belong to the same address stay grouped in field pickers (reports, column choosers, All User Data, bunk labels, and similar lists). City, state, and zip sit directly under their street field instead of sorting alphabetically across the whole list. Custom Profile Layouts that you arrange by hand are not regrouped.

The usual flow is:

Profile Fields → Profile Layouts → Forms and reports

Create the field first, then place it where staff should see it.

Practical tips for managing fields

Follow the full setup flow

Keep your field setup maintainable

Profile fields work best when names are clear, access is intentional, and layouts match how staff actually use the data. Review field usage before making major changes, especially for fields tied to reports, forms, or health workflows.

When you need to retire a field, inactivating it usually gives you a cleaner result than deleting it. You keep historical answers, avoid breaking downstream usage, and leave yourself a clear record of how the field was used.