How to customize and add new fields to events

This article describes a feature that is currently in beta, and not yet supported in the Teamup mobile apps. Any changes to fields or new fields will not currently show up in the mobile apps.

About Event Fields

Creating a typical event on a conventional calendar means you can fill in fields like Who, Where, and Description besides the event title and its date/time. Teamup gives you more flexibility and allows you to customize the fields on events to meet your needs. Not only is it possible to rename, disable, and reorder the built-in Who, Where, and Description fields, but you can even create your own custom fields for your own purposes.

Configuring event fields

The “Event Fields” section can be accessed in Settings by calendar administrators:

event fields

This section lists all the fields on an event form that can be customized. You reorder fields by clicking the arrows.

Note that any deactivated fields are hidden from the list by default. If you are looking for a deactivated field, check the “Show deactivated fields” box.

Modifying the Who, Where and Description fields

Click on the “Edit” button next to a field in the list to bring up the edit form:

event fields built-in

Here there are three things you can do:

  • Rename the field by entering a new name in the “Name” box. If this is left blank, the field will display its default name (e.g. “Who”).
  • Deactivate the field by turning off the “Active” toggle. This will completely hide the field from all existing and future events. If you would like the field to still show up on old events where it was filled in, you can uncheck “Hide from existing events”. You can also deactivate the field from the field list by clicking the toggle to the left of a field’s name.
  • Make the field required by selecting “Yes” under the Required option. If a field is marked as required, then an event cannot be created or edited unless that field is completed. This is useful if there is important information that must be available on all events, but which users sometimes forget to fill in.

For example, if you use your calendar for scheduling meetings, perhaps you might disable the Who field, rename the Where field to “Location”.

Custom fields

If you have particular information you want to store on individual events that isn’t a good fit for the existing Who, Where and Description fields, you might want to create custom event fields of your own. The number of custom fields you can create varies by pricing plan.

There are currently two types of field you can create:

  • Single-line text fields, which let you enter a single line of text. These look and feel much like the Who and Where fields.
  • Choices fields, which let you make selections from a configurable list of options. These look and feel similar to the Calendar field.

You should think carefully about what type you choose, as you will not be able to change it once the field has been created.

Creating more than one custom field

With our basic Free and Plus plans, you can have at most one active custom field. If you wish to create more custom fields, consider upgrading to the Premium plan.

Creating a single-line text field

To create a single-line text field, click the “New Field” button above the field list. Then, enter a name for your field and make sure the “Single-line text” option is selected under “Type”.

If you wish to require users to fill in this field, and prevent them from creating or modifying an event without doing so, you can choose the “Yes” option under “Required”.

Click Save, and your field will be created. You can now refresh your calendar and anyone who can modify the calendar will be able to use it:

field preview single

Creating a choices field

To create a choices field, click the “New Field” button above the field list. Then, enter a name for your field, and choose the “Choices” option under “Type”.

Next, you should decide whether you want to make a single-choice or a multiple-choice field:

  • A single-choice field lets only one option be selected at a time. You can use this if it does not make sense for a user to be able to choose multiple options. For example, a “Status” field might be one of “Planning”, “In progress” or “Completed”, but it would not make sense for it to be both “In progress” and “Completed”.
  • A multiple-choice field lets more than one option be selected. You can use this where more than one option might apply. For example, a meeting might be attended by multiple people at once, or a film might be multiple genres at once.

You should think carefully about which of these you choose, as you will not be able to change it once the field has been created.

Choose the kind you decided upon from the “Select…” box under the type:

custom fields choices select

Now you can create your options in the “Options” section. Enter a name for the option and click “Add option” (or press Return) to add it to the list. Repeat this process for each option. You can optionally click the colored dot next to an option to change its color. If you add an option and wish to delete it, click the red “X” next to it. (Note however that options cannot be deleted once the field has been saved.)

If you wish to require users to fill in this field (by choosing at least one option), and prevent them from creating or modifying an event without doing so, you can choose the “Yes” option under “Required”.

Once you are done, click Save, and your field will be created. You can now refresh your calendar and anyone who can modify the calendar will be able to use it:

field preview choices

Creating more options

With our basic Free and Plus plans, you can have at most eight active options per choices field. If you wish to create more options, consider upgrading to the Premium plan.

Modifying a custom field

Custom fields can be modified similarly to the Who, Where and Description fields by clicking the Edit button (see above), except that you cannot leave their names blank.

If you are modifying a choices field, you will see additional settings for options that do not appear when creating a choices field:

To the left of each option is a toggle that lets you deactivate it, just like you can deactivate a field. If an option is deactivated, it is hidden and can’t selected on new events. However, it will still appear on existing events where it was selected, unless you check the “Hide” box.

Deleting a custom field

A custom field can be deleted by clicking the “Delete” button next to the “Save” and “Cancel” buttons. This will permanently delete the field and any information it contains from all your calendar’s events. If you do not wish to actually delete the information contained in the field and only need to prevent it being used in new events, consider simply deactivating it instead (see above).

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