Custom Field Sets

Custom fields hold the information Airstudio does not track on its own: a school's PO number, a student's homeroom, a lens's last calibration date. You define the fields once in Settings → Custom Field Sets, then fill in values on individual records. This page covers the whole feature: sets, types, categories, syncing, bulk edits, deletion, booking fields, and using values in notifications.

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The short path: create a set for the record type, tick Default so new records get it automatically, then click Sync Records once so existing records get it too. Values already entered are never touched by plain Sync Records.

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Where custom fields live

A custom field set belongs to one record type. Sets can be created for Job, Session, Organization, Subject Group, Subject, Task, Employee, Equipment Bag, Equipment Item, Location, Payment, Invoice, File, Folder, and Form.

Each record stores its own copy of the fields and their values. Changing a set in Settings does not change existing records until you sync it. See Applying a field set to existing records below.

Who can manage custom fields

Creating, editing, syncing, and deleting sets requires one of these roles: Administrator, Regional Administrator, Scheduling Manager, Equipment Manager, or Airstudio Support. Every employee can see the Custom Field Sets tab, and anyone who can edit a record can fill in its values.

Field types

Type	What it accepts
Text	A single line of text
Text - Long	Multiple lines of text
Number	A number
Dropdown	One choice from a list of options you define, entered comma separated
Checkbox	Yes or No
Date	A calendar date
Email	An email address

Any field can be marked Required. A record with an empty required field cannot be saved until it is filled in, and the error names the missing fields. Checkbox fields are never treated as empty.

Field naming rules

Names may contain only letters, numbers, spaces, and underscores. Apostrophes, parentheses, hyphens, and other punctuation are rejected, because field names double as notification template variables.
Names must be unique within a record. Matching ignores capitalization.
Renaming a field on a record keeps its value. Renaming a field inside a set, then syncing, creates a new field on records and leaves the old one in place. Edit options and types freely, but avoid renames on sets that are already deployed.

If a save fails with "Custom field name contains invalid characters", rename the field it names and save again.

Creating a custom field set

Go to Settings → Custom Field Sets → New Custom Field Set.

Enter a Name and choose the Record Type. A name can be used once per record type.
Click Add Custom Field for each field. Set its name, type, default value, options for dropdowns, the Required flag, and optionally a Category.
Drag rows to set the order fields appear on records.