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Site administrators can create new user profile categories and fields in Site administration > Users > Accounts > User profile fields.

Profile field types are:

  • Checkbox
  • Date (no timezone)

  • Date/Time
  • Dropdown menu
  • Text area
  • Text input

New profile fields will appear on each user’s profile page unless Who is this field visible to? is set to Not visible in which case only the administrator can see the field. The fields can also be displayed on the signup page if Display on signup page? is set to Yes.

Custom profile fields can also be placed into logical profile categories. Profile categories containing the respective profile fields are also displayed on each user's profile page. To create a profile category, click the Create a new profile category button and give it a name. You can set the order in which your custom profile fields appear under the associated profile category using the up/down arrows on the User profiles fields page. You can also edit and delete profile categories as required.

To create a new profile field, select the profile field type you require from the dropdown list.

Common settings

All new fields must be given a unique Short name and a Name (this is displayed on the profile page). You can also enter a description for the field.

There are a number of common configuration options that apply to all custom profile field types:

Is this field required?

This option specifies whether this is a mandatory or optional field for user accounts.


Is this field locked?

This option determines controls the user's editing rights.-

Should the data be unique?

If you need the data in the field to be unique across the system (such as an ID number) select Yes to this option and the profile page update will perform a validation check on the data.-
Display on signup page?Depending on the authentication method(s) in use on your site, some users may create their own accounts. If you would like this custom field to appear on the signup page, select Yes.-
Who is this field visible to?

Each custom field can be given one of three visibility settings:

  • Not visible.
  • Restricted visibility.
  • Visible to everyone.

The Not visible setting would typically be set by an administrator who wants to hold private data on the users.

The Restricted visibility setting would normally be selected for a field that holds sensitive information that should only be visible to the user themselves and the Site Administrator. Users with the capability totara/core:viewhiddenusercustomfielddata will also be able to view this information in reports.

The Visible to everyone setting would be used for any type of information.

Fields set to use Restricted visibility may also be visible on a user's profile. This is restricted to users with the capability View user full information (user:viewalldetails). By default the capability to view this information is restricted to the Site Administrator and Site Manager roles.

CategoryThis option allows you to choose the profile category you want your custom filed to appear in.-

Specific settings

There are also a few field type specific settings that will require configuration.


Checked by default

Choose whether this field is checked by default.

  • Yes
  • No

Date (no timezone)

Use this field type if you do not want this value to change if the timezone is changed.

For example, use this for recording user's birth date as this shouldn't change if the users timezone changes.


Start year

Choose the start year between '1900' and '2050'.

End year

Choose the end year between '1900' and '2050'.

Include time?

Choose whether to include the time for this field in the user's profile.

  • Checked (Yes)
  • Unchecked (No)

Dropdown menu

Menu options (one per line)

Specify the menu options per line e.g. Male, Female, Other.

Default value

Enter a default value e.g. Male. This will be displayed as the default on a user's profile page.

Text area

Default value

Enter a default value. This will be displayed as the default on a user's profile page.

Text input

Default value

Enter a default value. This will be displayed as the default on a user's profile page.

Display size

Specify the width of the text input in characters. The default is 30.

Maximum length

Specify the maximum number of characters this field will allow. The default is 2048.

Is this a password field?

  • Yes
  • No

If Yes is selected, all of the characters will be masked.


To transform text into a link, enter a URL containing '$$', where '$$' will be replaced with the text. For example, to transform a Twitter ID to a link, enter 'http://twitter.com/$$'.

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