Customising records

Updated 3 days ago

Heads up! This is a guide for admins. If you're not an admin yet, ask your Beacon admin to promote you so you can start managing fields.

Beacon comes pre-loaded with a default set of fields for each standard record type, however this is just the start. We've found that every nonprofit is different, so we built Beacon to be super flexible to fit your needs. You can add fields to existing record types (this article) or you can create entirely new record types.

link Enabling customisation mode

Customisation mode is a special mode that you can enable while viewing any record in Beacon and lets you customise a record. (If you're an admin)

With customisation mode enabled, you can:

  • Create, modify and remove fields
  • Change field layouts (by modifying "cards", more info below)
  • Add lists of related records

To enable customisation mode, click the cog in the top right of any record page:

Screen Shot 2018-04-12 at 17.04.16

Don't see the cog? Then you're not an admin - ask your admin to promote you.

Tip: Any changes you make in customisation mode will affect all records of that type (not just the record you're viewing).

link An introduction to "cards"

Cards take care of how records of each type are displayed in Beacon. They help structure your data in a way that's easy to view and edit.

There are a few different types of cards:

  1. List of fields
  2. List of related records
  3. Summary metric

To add a new card, click Add card at the bottom of your existing cards, whilst in customisation mode. Add card

link 1) List of fields

The List of fields card is the most common kind of card in Beacon. This is how you to view and edit data about records. Usually you'll want to include fields in logical groups, like so:

Screenshot 2019-12-05 at 19.19.38

More details: Card: List of fields

The List of related records card allows you to show a list of records that are related to the type of record you're viewing. For example:

  • The donations someone has made
  • The people attending an event

Screen Shot 2018-04-12 at 18.06.26

Currently, up to three related records are shown. To view all records, click view all.

These cards usually go best on the right side of your records, where it's easy to see what the record is related to at a glance.

More details: Card: List of related records

link 3) Summary metric

The Summary metric card shows you a single number, of the sum or average of number fields, or the number of records.

For example:

The sum total of donations a person has made.Total donationsSummary metric card

You could just as easily show the average of the donations, or the number of donations.

More details: Card: Summary metric

link Showing or hiding fields

1) Open up a record in Beacon and enable customisation mode.

2) Click the card where you'd like to change which fields are shown.

3) Click the Choose fields dropdown menu.

4) Select which fields you'd like to be visible on this card, or deselect those you don't. Other cards will have their own selections.

5) Click Save.

Note: Hiding fields won't delete the data stored in them. If you make a field visible again it'll still be there!

Choose fields

link Deleting fields

If you have a field that you don't need to see, you can simply hide the field as above. If you know that you definitely don't need the field, or any data that might exist in that field on other records, you can permanently delete it.

1) Open up a record in Beacon and enable customisation mode.

2) Click the field you'd like to delete.

3) Click Delete in the bottom left.

4) Click Delete again to confirm.Delete field

link Creating fields

If you have information about a record that doesn't make sense to live in one of the fields already available, you'll need to create a new field.

1) Open up a record in Beacon and enable customisation mode.

2) Click the card where you'd like to add the new field.

3) Click Create new field on the right:

Screenshot 2019-12-05 at 17.16.26

4) Give your new field a name, and choose the type of field that you'd like to create. Here's a full list of field types.

Create new field

5) Click Create.

6) Click Save.


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