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Add Participant custom fields to a form

Customise a form to obtain participant information relevant to a project. E.g. date of birth, dietary requests, passport details and so on.

Nitu Kaur Sabbharwal avatar
Written by Nitu Kaur Sabbharwal
Updated over a week ago

In Qondor, standard participant fields such as names, contact details, company and main address are already available to cover the most common participant information, but stakeholders may require more information. Thus, Project managers can create participant custom fields to obtain additional information needed for the project and to share this data with customers and suppliers.


1. What details do I need?

Project managers should be aware of which details they need from the participant in order to fulfil the project requirements and customer needs.

This ensures quality assurance for when the form is published and set live, and will help the Project manager to provide specific field names.

2. Should the participant be required to complete all fields?

Some information may be obligatory to provide, for instance passport details, date of birth, job department whereas other fields such as dietary requests, t-shirt size, allergies may be left optional as these probably won't apply to everyone.

3. In which order should I display my custom fields?

You may choose to place them in order of relevance.


Step 1: Hover over the Participant menu and click on Participant Custom Fields.

Step 2: Select the custom field type you need based on the information you need to gather and define the field name and settings.

i) Heading: field name is displayed on the form

Published on form to: Choose to display the field to everyone, Project managers or no one. (Choose no one if the field should no longer be available to answer, choose Project managers if only the Project manager should be able to complete this field.)

Displayed in booking summaries and PDF: Uncheck this box if you do not want the answers to this field to show in the summary or the booking confirmation, for example sensitive personal information.

Is mandatory on form: check this box if this field must be completed by participants.

💡It is possible to make fields available and mandatory later. For instance, if you want to allow participants to skip the passport information and complete it later when it is required.

Text field

Participants can answer in a free text field. Choose from single or multi-line.

Example: allergies

Description field

Display a heading and description with the fields.

Separate fields by topic, e.g. passport details, employment information, etc.

ℹ️ Not displayed on the booking summary or the booking confirmation pdf.

💡Check the box for "Hide heading" if you only want to show the description text.

💡Add headings / descriptions to separate fields into topics making it easier for the booker to understand and provide the right information.

Dropdown list

Participants can select one option from a drop down list.

Create your own answers in the dropdown. Example: job roles/titles, available t-shirt sizes, etc.

ℹ️ Add one by one by clicking add new or import several options by selecting import. If importing several answers, make sure to have each answer on a new line.

📌Once participant custom field drop down options (e.g. accounting, HR...) have been selected or answered by participants, these cannot be edited by Project managers.

💡Use the sort A-Z or sort Z-A to sort participant custom fields in alphabetical order. ⬇️

Date picker

Participants can select a date from a calendar.

Example: Date of birth, passport information, potential dates for training/workshops, etc.

ℹ️ Select the date format (type of date) to get the data in the correct, unified format.


  • Date of birth field: the dropdown will show years from the current year back to 1900.

  • Passport/ID issue date: the booker can select a date in the past.

  • Passport/ID expiry date: the booker can select a date in the future.

  • Custom date range: Select only a start date (earliest date), or select a date range (last date) as well.

  • All the options have a preview in Adminweb of how it will look in the Form.

💡 Set a custom date range when you have a date range agreed to make it specific and easy to select a date.
Define the earliest date for when the date picker should start from and the last date for when it should end.

Step 3: Click save.

Good to know:
The date field is validated in every part of Qondor, including in participant import. In participant import, we support the type "date" in the excel column. This means the Project managers can use any date format they prefer (usually localised by country) when importing.

Multiple choice field

Participants can answer a multiple choice field. Select the number of alternatives, minimum and maximum and whether “Other” should be an option.

Example: food allergies, dietary requests.

Watch how to create a multiple choice field below:

You are able to define the number of answers the booker can provide - i.e. how many options they can select 👇

Unlimited: the booker can select an unlimited amount.

Single: the booker can only select one option.

Exact number: the booker can select an exact number which you define.

Min and max number: the booker can select between a min and max number which you define.

You can also choose to display the Other option, in the case that the options you have provided are not relevant to the booker.

"Other" is the default field heading text. However, you have the choice to customise this text by clicking "Override".👇


View how participant custom fields look and work in a real form 👇🏽


  1. Give the list a name and then go to the Fields tab.

  2. Check the box next to Custom fields to display answers for all fields or check the individual field names.

  3. Click save and view or share the list securely with customers or suppliers.


Once you start collating information via the participant custom fields, you are then able to include these answers/participant information in a program by using merge tags. The merge tags allow the correct data to be pulled in so that the program is personalised making sure that the participant sees only their own answers.

For example:

1. Project manager adds merge tags to the program in Qondor admin:

2. Participant has a login to their program and sees only the information they have submitted.


Project managers can bulk update participant custom field answers/information in Qondor. The bulk update option can be used to group participants in Qondor, for example when seating the participants at tables, grouping them for buses, activities and so on.

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