Custom fields: route learners from their sign-up answers
Custom fields turn a few questions at registration into a learner profile. Smart groups read the answers and send each learner to the right training — no HR system needed.
Custom fields
What custom fields do
Custom fields let you store the information your organisation needs on the platform — beyond the standard profile. Once filled, they decide who joins which smart group and, through those groups, who receives which training.
Describe
Add your own information to a record. Each field is linked to one or more entities: User, Course, Group, Course registrations or Session.
Structure
Choose a type for each field: Short text, Drop-down list, List of values or Date. Created in Settings > General > Custom fields.
Use
Field values feed smart groups, e-mails, certificates and documents, list filters, exports, imports, SSO, SCIM and webhooks.
Use case 2 · Sign-up questionnaire
Is this use case for you?
In this use case, user custom fields — site, level, objective — are filled by learners when they create their account. Each answer places them in the right smart groups, with no HR feed and no manual enrolment.
How it works
Each question becomes a Drop-down list custom field; each answer becomes a smart group carrying the matching training. A handful of well-chosen questions can drive dozens of groups.
- Site: one local group per site, with its own news, sessions and community board.
- Self-assessed level: learners are sent to the refresher course that matches their level.
- Objective: each objective opens a dedicated learning path.
What you need
- Learners create their own account (self-registration).
- The courses or learning paths for each answer.
- A short, stable list of answers for each question.
- Administrator access to create custom fields and manage smart rules.
Example
Campus Horizon: training routed by sign-up answers
Campus Horizon is a vocational training network with 12 campuses. Learners register themselves and answer four questions. With 12 campuses, 3 maths levels, 3 English levels and 3 objectives, those four fields drive 21 smart groups.
The fields
| Field (User) | Type | Answers (options) | Drives |
|---|---|---|---|
| Campus | Drop-down list | Lyon, Nantes, Lille, Rennes… (12) | A local group per campus |
| Maths level | Drop-down list | Beginner · Intermediate · Advanced | Maths refresher at the right level |
| English level | Drop-down list | A1–A2 · B1–B2 · C1–C2 | The matching English path |
| Objective | Drop-down list | Diploma · Upskilling · Discovery | A dedicated learning path |
The smart groups
| Smart group | Smart rule | Linked training |
|---|---|---|
| Campus – Nantes | Campus Equals Nantes | Campus news, local sessions |
| Maths refresher – Beginner | Maths level Equals Beginner | Maths foundations |
| English B1–B2 | English level Equals B1–B2 | Business English |
| Diploma track – Lyon | Campus Equals Lyon AND Objective Equals Diploma | Diploma preparation path |
| Short courses | Objective Is not equal Diploma | Upskilling catalogue |
Campus Horizon, its names and figures are a fictional example.
Set-up
From sign-up to the right course in 5 steps
Design
Write the questions
A few questions with closed answers. Each answer must lead to a specific group or training.
Create
Create the fields
In Settings > General > Custom fields, one Drop-down list per question, linked to User.
Ask
Ask at sign-up
Turn on Shown at sign-up and Mandatory. Learners also see a “complete your profile” window at first login.
Build
One smart group per answer
Create a group per answer, add a smart rule on the matching value and link the training.
Reuse
Personalise messages
Use {customfield_…} variables in e-mails; print fields on certificates and attendance sheets.
Expected result
Each new learner joins the right groups the moment they register, and receives the matching training.
In the platform
Create the sign-up questions
Campus Horizon creates one Drop-down list per question, all linked to User. Here, the Maths level question with its three answers.
- Go to Settings > General > Custom fields and click + Add custom field.
- Enter the Name and select a Type (required).
- For list types, enter each value under Dropdown options; click + Add an option to add another.
- Under Linked entities, tick User.
- Click Validate. The field appears in the list.
| Name | Type | Linked entities | Actions |
|---|---|---|---|
| Campus | Drop-down list | User | |
| Maths level | Drop-down list | User | |
| English level | Drop-down list | User | |
| Objective | Drop-down list | User |
+ Add custom field
Illustration · Campus Horizon’s four sign-up questions once created.
Name
Type *
Dropdown options
+ Add an option
Linked entities
Illustration · the Maths level field, linked to User.
In the platform
Build a smart group on sign-up answers
Campus Horizon builds the Diploma track – Lyon group: two conditions in one condition group, combined with AND.
- Open the group and click Manage smart rules.
- Under Group members, choose Automatically remove group members who don’t follow the smart rules so learners move to the right group when they update an answer.
- Click + Add condition group.
- In the first list, choose the field — user fields carry the suffix (Custom field). In the second, choose the operator. Type the value, then confirm with the check button.
- Click + Add condition for the second condition and keep the Group rule on AND.
- Click Show concerned users to check who matches, then Save.
Main rule
ANDOR#1 - Condition group
Group rule
ANDORIllustration · the “Diploma track – Lyon” smart group with its two conditions.
Choosing the operator
Illustration · the four operators offered for a custom field.
| Operator | Matches users whose value… | Campus Horizon example |
|---|---|---|
| Equals | is exactly the value typed | Campus Equals Lyon — Lyon learners only |
| Is not equal | is anything except the value typed | Objective Is not equal Diploma — Upskilling and Discovery |
| Contains | includes the text typed | English level Contains B1 — the B1–B2 option |
| Does not contain | does not include the text typed | Campus Does not contain Paris — every campus except Paris |
Troubleshooting
Common pitfalls and fixes
| Symptom | Likely cause | Fix |
|---|---|---|
| Some learners are in no group | Their account was created by an admin, so Mandatory did not apply | Fill the field by import or ask learners to complete their profile |
| A learner changed their answer but stays in the old group | The group allows manual addition/removal of members who no longer follow the rules | Switch to Automatically remove group members who don’t follow the smart rules |
| A new campus was added but nobody joins its group | The option or the rule value does not match | Check the option and the rule value; verify with Show concerned users |
| A rule matches nobody | The value typed in the condition does not match the stored value exactly | Copy the value from a user profile and edit the condition with the pencil |
| A drop-down option cannot be edited or deleted | The field is used in a smart rule | Delete the rules that use it, edit the options, then rebuild the rules |
| A field is missing from the field list in the condition | The field is not linked to User | Edit the field and tick User under Linked entities. If it is already linked, contact Support |
Start from an outcome, not a setting.
Want help setting up this use case on your platform? Our team can review your custom fields with you.
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