This guide is for course providers who book companies onto courses. Organisation fields are custom fields on company records (organisations), such as an account number, a sector or training preferences. Create the field once, then each organisation has its own value.
This guide covers the fields themselves: their names, answer types and shared settings, and how to ask for them on a Checkout form. For creating companies and entering their values, see Manage Company Records (Organisations). Contact fields belong to people; Registration fields belong to a person’s place on a course. For those, see Create Custom Contact Fields for Your Forms and Ask Course-Specific Booking Questions (Registration Fields).
Find Organisation Fields (Company Fields) in Settings
Open the Admin dashboard and select Settings → Fields.
Select the Organisations tab. Check the heading is Organisation Fields.
Review the existing fields before creating another one. Locked system fields cannot be edited or deleted here.
Creating or changing organisation fields requires the Course Owner or System Admin role. Opening and changing organisation records requires System Admin access. If you have access to Settings → Organisations, Manage Organisation Fields is another way to reach the same field list.
Add a Custom Field to Company Records
In Settings → Fields → Organisations, select New Field.
Choose the answer type from the list below. For example, use Text for an account number or Dropdown for a fixed list of sectors or training preferences.
Enter the Label. This is the wording shown above the question when it is used on a customer form.
Optionally enter an Internal Field Name for admin lists and exports. Leaving it blank uses the Label. Add Description and Placeholder text where offered.
For a Dropdown, enter one choice per line under Items. At least one non-empty choice is required. For a Statement, enter its instructional text instead of expecting an answer.
Select Save Field. Check Field created, return to the Organisation Fields list and reopen the field to verify its settings.
If Cademy reports that a label or choice is missing, complete it and save again. Check whether the field exists before retrying after any other error.
Answer Types for Organisation Fields
Text or Text Area for short or longer answers.
Date or Number for a calendar date or numeric value.
True/False (Boolean) for a yes/no value.
Telephone, Email or Website for those details.
Address for an address made up of its separate parts.
Dropdown for one choice from an Items list.
Statement for instructions without an answer.
The Organisation-field picker does not offer File Upload, Multiple Choice Checkboxes or Single Choice Options. Choose from the types shown for Organisations rather than following the Contact-field type list.
Edit an Organisation Field Used on Several Forms
Open Settings → Fields → Organisations.
Select the custom field, or open its actions menu and select Edit....
Change the available settings, then select Save Field.
Check Field updated and reopen the field to verify the changes. Review any forms that use it.
An organisation field is shared. Changing its label, description or choices affects other forms using the same field, including duplicated forms. Create a separate field if another form needs an independent question.
Before removing or renaming a choice under Items, check whether a form uses that answer in a condition. Settings lists the affected forms and missing answers in a warning. Saving the shared field does not repair those forms: open each listed form, fix the condition marked Rule Needs Fixing and save the form. A renamed choice counts as removing the old answer. See Show or Hide Form Questions Based on Answers for the repair steps.
Group Organisation Fields into Sections
Adding, renaming, moving or removing a section, and changing the order of fields, requires the System Admin role.
In Settings → Fields → Organisations, select Add Section. A New Section is created and saved immediately.
Select the section name, type a useful name and press Enter.
Drag fields into the section and into the order you need. Use the section’s up/down controls to move the section.
Check Field layout saved, then reopen the list to verify the layout.
These layout changes save automatically. The section’s bin control removes the section and leaves its fields unsectioned; it does not delete those fields.
Add Organisation Fields to a Checkout Form for Company Bookings
Creating an organisation field does not add it to checkout. To ask a company for a value when it books, such as its account number, add the field to the Organisation Section of a Checkout form. General and Feedback forms do not offer organisation fields.
You do not need an organisation field for a purchase order number. When a company books a course that has a price, the Billing Details on checkout’s payment step already include an optional PO Number box.
Open Forms, select the required Checkout form and open Form Editor.
Select Add Organisation Section if the form does not already have one.
Inside Organisation Section, select Add Field and choose the Organisation field.
Open the question’s Field Options to adjust available options such as Required or Width. Save the options, then select Save at the top of the form.
Reopen the form and check the field and its options. Follow Create a Checkout Form (Booking or Registration Form) to select this form on the course and configure business registration.
The Organisation picker includes your custom fields and supported system details: Organisation Name, Domains, Billing Email, Billing Address and VAT Number. Parent Organisation, Tags and audit fields are not offered as checkout questions.
Create an Organisation Field from the Checkout Form Editor
In the Checkout form’s Organisation Section, select Add Field → New Organisation Field….
Choose the type, complete its options and select Create Field. This creates the shared field immediately.
Select Save at the top of the form to keep its layout, then reopen it and check the new question.
Required and layout choices belong to that form. Editing a shared Statement’s text is different: its Save updates the shared Statement immediately. Save the form separately if you also changed its layout.
Organisation details use Pre-Populate and the other options in Section Settings…, which you open from the three-dot menu beside Organisation Section. They do not use the Contact field’s Allow Autocomplete setting. The Checkout guide explains when customers can select, create or update a company.
Show Organisation Questions Only When They Apply
Conditional visibility requires the feature to be enabled for your account and a Teams or Custom plan, unless your account has a specific override. On a plan without this entitlement, existing rules continue to run. You can remove an existing rule and use Preview Logic to check it, but cannot create or change one.
To control one eligible question, open Forms → your Checkout form → Form Editor, then that question’s Field Options. Under Visibility, choose Only When… and complete the condition. Save the window, then select Save at the top of the form. The condition belongs to this form, rather than the shared Organisation field.
To control the whole Organisation Section, open its three-dot menu and select Section Settings…. Under Show This Section, select Only When… and complete the condition. Select Save in the window, then Save at the top of the form. A section condition can use eligible questions above it and supported booking details. It cannot use Booking as an Organisation, because that choice is inside the section itself.
When the section is hidden, none of its questions or company-selection controls is asked. Its required questions do not block submission, and answers in the hidden section are not saved by that submission. If the section is visible, each question’s own condition and the section’s existing company-selection settings still apply.
A field condition does not change the saved Organisation record or the layout under Settings → Fields → Organisations. Hiding a question on a form does not erase its existing saved company value. Use Preview Logic to check the form without creating a booking. See Show or Hide Form Questions Based on Answers for condition setup and Create a Checkout Form (Booking or Registration Form) for business registration and the other Organisation Section settings.
Enter or Change a Company’s Value in an Organisation Field
As a System Admin, select Organisations and open the intended company.
Find the field, expand its section if needed and enter or change the value. Follow the save behaviour for that control described in Manage Company Records (Organisations).
Reopen the company and check the saved value. A field shared across forms still has separate values for different companies.
Customers cannot change organisation answers from their course page after booking: the Edit Your Details window there does not show the Organisation Section. Change the value on the organisation’s page yourself.
For existing company data, follow Import Companies (Organisations) from a CSV or Excel File and map it to the appropriate fields. Supported Organisation fields can be selected in exports and table columns; File Upload and Statement are excluded from those options. Custom table columns start hidden.
What Happens to Saved Values When You Delete an Organisation Field
Important: Deleting an organisation field cannot be undone. Cademy does not remove the values already saved in that field on each organisation, but they are no longer shown on the organisation’s page, in table columns or in exports. A new field with the same label is a separate field and starts empty. Export any values you need before you delete the field.
Removing a question from a form and deleting the shared field are different actions. Removing the question from a form keeps the field and the values saved on organisations.
Deleting an Organisation field does not lock the organisations that had a value in it. They can still be edited on their page, updated by an import and used at checkout.
Open Settings → Fields → Organisations, open the custom field’s actions and select Delete.
If Cademy lists forms using it, review each use. Use the eye (View) icon to inspect the form. This opens the form; return to Settings → Fields → Organisations and reopen the field’s Delete action before continuing. Only remove the field when that form should stop asking the question.
The X (remove) icon beside a listed form opens a confirmation; Remove changes that form immediately. Existing form responses are kept. Repeat for the required uses, checking each result. You can select Cancel to stop.
When no forms use the field, select Delete Field in the usage dialog. If it had no uses at the start, the ordinary confirmation uses Delete.
Check Field deleted and confirm it is absent from the Organisation Fields list.
If deletion remains blocked or returns an error, check the listed uses and current field list before trying again. System fields are locked and cannot be deleted from this list.
Frequently Asked Questions
Does creating a field add it to every form?
No. Add it to the required Checkout form’s Organisation Section and save that form.
Does changing one company’s value change all companies?
No. The field is shared, but each organisation has its own saved values.
Can I use organisation fields on a General or Feedback form?
No. Those forms offer Contact questions and questions specific to the form. Organisation questions belong in a Checkout form’s Organisation Section.
Why can I not choose File Upload for a new Organisation field?
The Organisation picker does not offer that type. Contact and Registration fields have a different type list.
Do Organisation fields have Allow Autocomplete?
No. That field option belongs to Contacts. Use Pre-Populate in the Checkout Organisation Section settings for company details.
Does removing a section delete its fields?
No. Its fields become unsectioned. Section changes save automatically.
Why can I not delete a field?
It may be a locked system field or still used by forms. Review the listed form uses before removing a custom field.
Does deleting an organisation field erase the values saved in it?
No. The values stay saved on each organisation, but Cademy no longer shows or exports them. Contact Cademy Support if you need saved data erased.