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. These are default built-in fields. Event Signup and Comments are also built-in fields that can be configured separately.
Teamup gives you more control and flexibility. Not only is it possible to rename, disable, and reorder the built-in fields, but you can create your own custom fields for your specific needs.
Using Event Fields
Configuring event fields
The Event Fields section can be accessed in Settings by calendar administrators.
This section lists all the fields on an event form that can be customized. You can reorder fields by clicking the up and down 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 built-in fields
Click on the pencil icon to the right of the field you want to edit and modify accordingly:
What you can do with the Who, Where, and Description fields:
- Rename the field. If this is left blank, the field will display its default name (e.g. Who).
- Make it a required field. If this option is chosen, an event cannot be created or edited without that field being completed
- Deactivate the field. 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.
- Show in event title. If this is enabled, the content of the field will be shown in brackets next to the event title in calendar views.
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 three 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 where you choose the calendar(s) from a dropdown list.
- Number fields, which let you enter numerical values and get a sum in the Table view.
Think carefully about what type you choose, as you will not be able to change it once the field has been created. If you made an error, you will need to delete it and add it again from scratch.
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 select Single-line text option under Type.
Creating choices fields and using emojis
- 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 at the same time.
- 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.
- Now you can add your options. You can optionally click the colored dot next to an option to change its color, and choose an emoji for the option which can be displayed in the event title:
Save, and refresh your calendar. Now anyone who can modify the calendar will be able to make the choice and viewers will be able to see the chosen option:
Creating a number field and getting sums
On the Create Custom Field page, select type Number then configure the basic settings:
Then configure the prefix or postfix for the number, for example, $100 or 100 kg. The other settings are as explained
The value of a number field is displayed on all calendar views as a custom field similar to a custom text field or choice field. Noteworthy is in the Table view, where each field is displayed in its own column, and for the number field, the sum of the column is displayed in an extra row in the bottom.
Creating more than one custom field or more options
With our basic Free and Plus plans, you are limited to one active custom field, and eight options for choices field, If you wish to create more custom fields or need more options, consider upgrading to the Premium plan.
Deactivating a custom field
- At 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 from being used in new events, consider simply deactivating it instead (see above).
Making a field required
- Make the field as required. 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 users may forget to fill in.
- Be aware that making a field required would require the field to be filled in when you modify an event that was created earlier.