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Seminar custom fields can be managed by Site Administrators via the Administration menu under Seminars > Custom fields.

Custom fields can be added to a range of forms (Sign-up, User Cancellation, Event Cancellation) and elements (Event, Asset, Room) within the seminar activity to request or provide information.  

Note

Event custom fields will only appear on the events dashboard.

The seminar activity area on the course homepage is a tightly-summarised version of information, whereas the events dashboard contains a more detailed and comprehensive view.

Any number of custom fields can be added to each of the forms and elements and the selections made by users on the site included within custom reports.  

Field nameDescription
EventFields that may be populated by a trainer, editing trainer, or administrator whenever a new Seminar Event is created and visible to learners booking/booked on the Event (e.g. whether it is an internal versus external event, what equipment an Attendee should bring).
AssetFields that may be populated when a new Asset is added to the system and visible to trainers, editing trainers, or administrators adding an Asset to an Event (e.g. the locations where a trainer is available, areas of expertise for a trainer, the connections/ports available on a laptop).  
RoomFields that may be populated when a new Room is added to the system and visible to trainers, editing trainers, or administrators adding a Room to an Event and learners booked on the Event (e.g. what equipment is available within the Room, the location/address of the Room, Room layout).
Sign-upFields that a user may populate when signing-up/booking on a Seminar Event (e.g. the Attendee's dietary requirements, their previous expertise in the area, Attendee's expectations for the session).
User CancellationFields that a user may populate when cancelling their booking for a Seminar Event (e.g. a cancellation reason, an alternative date suggestion).
Event CancellationFields that may be populated and included in the cancellation notification when a trainer or administrator cancels an Event (e.g. reason for the cancellation, a link to new booking options).

Adding a custom field

Select the relevant form or element tab (Event, Asset, Room, Sign-up, User cancellation or Event cancellation) and use the 

All custom fields linked to an element or form will be listed within the corresponding tab.

Note

Custom fields added to a form or element will appear in the corresponding page or form across the site, including all pre-existing Events, Rooms and Assets.

Widget Connector
urlhttps://www.youtube.com/watch?v=S9KeNyBtcQ4&feature=youtu.be

(This video is taken from the Seminar management course in the Totara Academy, where you can access more resources and learning materials - including other videos).

Common settings

Common settings are configuration options that are available across all custom field types.

There are four reserved Totara Learn custom fields (Building, Location, Sign-up, and Cancellation) as well as Client custom fields. Client custom fields can be created, modified, and deleted as desired. Reserved custom fields can have their content updated or be hidden but they can not be deleted and their short names and types cannot be modified.

SettingDescriptionNotes
Full name

The name of the custom field displayed to users. 

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Short name

The abbreviated name of the custom field.  Short names must be unique and can only contain alphanumeric characters.


This must be unique.
DescriptionAn optional description of the custom field.  This is not displayed to learners/trainers however is helpful for administrators.-
This field is required?

If set to Yes, it will be a compulsory field when creating new items.  If set to No, it will be an optional field when creating new items.

-
Is this field locked?If set to Yes the custom field will only display the information given when the field was first created. The field cannot be edited for existing records but is not locked when creating a record.-
Should the data be unique?If set to Yes the custom field will only accept a unique value. If a duplicate value is used in this field the system will not allow the item to be saved. When set to No the custom field will accept any value in the field.
Hidden on the settings page?

If set to Yes the custom field will not be visible on the settings page or elsewhere where it would have been shown. When set to No the custom field will be visible.


Field types and specific settings

Checkbox

The checkbox field type is used where a binary (Yes/No, True/False, a/b) choice is required.

SettingDescriptionNotes
Checked by defaultWhen set to 'Yes' the custom field checkbox will be checked by default when displayed.  When set to 'No' the custom field checkbox will not be checked by default.-
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

Date/time

The date/time field type is used where a day, month, and year value is required.

SettingDescriptionNotes
Start yearThe first year available for selection by the user.-
End yearThe last year available for selection.-
Include time

Check this option if you wish the user to enter in a time value in hours and minutes.

-
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

File

The file custom field type is used where the user is required to upload one or many files within the selected form/element. Users are presented with the standard file upload interface.

SettingDescriptionNotes
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

Location

The location field is used where the form/element has an associated address such as a Room or Trainer (Asset).

SettingDescriptionNotes
Default addressThe physical address details to be displayed. Text can be entered on one line separated by commas or entered across multiple lines.-
Default map size

Choose the display size of the Google map (when selected). Available options are:

  • Small
  • Medium
  • Large 
-
Default map view

Choose the default map view from:

  • Map
  • Satellite
  • Map & Satellite hybrid
Users can change the map view if desired.
Default display

 Choose the location display from:

  • Map & Address
  • Map
  • Address
-
Set map location

Set the map location using the address above (if provided) or search for an address, town or city. If you want to refine the location of the pin, you can do so by clicking on it while holding the mouse button, moving the pin and then releasing the mouse button.

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Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-
Note

Totara uses the Dynamic Maps API for Google Maps. Each page view will result in one map load per location. While Google offers $200 of free monthly credit, larger volumes of map loads can incur additional fees on a pay-as-you-go basis. Check Google's pricing information for more detail.

Menu of choices

The menu of choices custom field type is used where the user is required to select one option from a list of many.

SettingDescriptionNotes
Menu options (one per line)Enter the menu options that will appear in the dropdown box. Enter one option per line.-
Default value

Set the default value that will appear in the drop down box. The default value must appear in the menu options above. Leave blank if there is no default entry required.

-
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

Multi-select

The multi-select custom field type is used where the user is required to select one or more options from a list.  Custom images or icons can be added for each option if required or if a visual prompt is relevant/helpful.

SettingDescriptionNotes
Menu options

Enter each option/value in a separate field. If required, select a custom icon from the available images.

The current icon will display in preview with a default image displaying where no icon has been selected.  

To select a different icon click Choose icon and select from those images available within the Custom icons area.  Site Administrators can add a new images/icons via the Administration menu within Courses > Custom icons > Course icon.
Add another option

Add an additional option field and corresponding icon to the menu options list.

-
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

Text area

The text area custom field type is used where the user is required to enter in a text based response.

SettingDescriptionNotes
Default value

Default value is the text that will appear in the text area by default.  Leave this field blank if no default text is required.

-
Columns

Sets the width of text area custom field.  If a text editor plug-in is applied to the text area, the width will be determined by the plug-in and changing this value may have no effect.

-
RowsSets the height of the text area custom field (the number of lines).  If a text editor plug-in is applied to the text area, the height will be determined by the plug-in and changing this value may have no effect.-
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

Text input

The text input custom field type is used where the user is required to enter in a short text response.

SettingDescriptionNotes
Default valueThe text that will appear in the text field by default.  Leave this field blank if no default text is required.-
DisplaySets the number of characters that will be displayed in the text field.-
Maximum length

Sets the maximum number of characters the text field will accept.

-
Regular expression validation

A regular expression that will be used to ensure entered text is in the expected format. 

For example "/^[0-9]{3}$/" will ensure the text consists of exactly three numbers. Another example is if you wanted to ensure the text consists of exactly two numbers, a decimal point, and two more numbers (like 10.50) then you could enter "/[0-9]{2}\.[0-9]{2}$/". For more information on regular expressions please refer to the PHP PCRE regular expression documentation.
Description of regular expression validation format

Add description message explaining required format to users.

-
Show in exports and lists

If selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing.

-

URL

The URL custom field type is used where the user is required to enter in a web address.

SettingDescriptionNotes
Default URL

The text that will appear in the URL field by default.  Leave this field blank if no default URL is required.

-

efault link text to be displayed. If this field is left empty, the URL will be used.

-
Open in a new windowIf checked, the URL will open in a new browser window.-
Show in exports and listsIf selected, this custom field and any corresponding responses will be included in the seminar event attendance list export file and will be displayed in a seminar activity events listing. -
Tip

A good way to use URL custom fields is to add video conferencing links to events with a virtual component. You could direct learners to a virtual classroom using a video conferencing tool of your choice, which will be displayed on the seminar's Event tab. This link could then be included in any event-related notifications and reminders.

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The Totara Academy has a whole course dedicated to using Seminar Management in Totara Learn.  Here you can learn more on how to use seminars, see best practice, and give it a go yourself.