Extended Fields & Avatars
Extended fields are the extra details you want from respondents beyond the standard name and email — student ID, company, city, phone number. Once configured, respondents are asked to fill them in on first sign-in.
Both settings live under Respondents → Respondent Settings.
Extended fields
Up to 5 fields. The limit is deliberate: the more you ask for at first sign-in, the more people you lose.
Three field types
| Type | Use for |
|---|---|
| Single-line text | Free input like a student ID or company name; supports a regex check |
| Dropdown | Fixed lists like city or referral source; can allow multiple selections |
| Phone number | A number with a country code, validated automatically |
Per-field options
- Required — they can't continue without it.
- Unique — the value must not repeat anywhere in the organization. Good for naturally unique identifiers like a student number.
- Placeholder — the grey hint inside the input.
- Regex (text only) — a JavaScript regex without the surrounding slashes, e.g.
^1\d{10}$. - Allow multiple (dropdown only) — lets people pick more than one value.
- Allowed countries/regions (phone only) — restricts the country codes on offer; the first one is preselected, and leaving it empty allows all.
Order and deletion
Fields are shown as an accordion; use Move up / Move down to reorder them. That order is the order respondents fill them in.
When you delete a field definition, values respondents already submitted stay in the database — they're simply no longer displayed. The confirmation dialog tells you how many definitions will go.
Avatar theme
When a respondent is created or signs up on their own, an avatar is generated at random from the avatar theme you pick, so you don't end up with a page of grey placeholders.
Themes include Adventurer, Emoji, Lorelei, Thumbs, Robot and Notionist; expand the setting to preview all of them.
Changing the theme only affects respondents created afterwards — existing avatars are not regenerated.
Overview
A respondent is the person behind the answers: profile, extended fields and submission history. How respondents differ from leads, where they come from, and how to disable or remove one.
Respondent Sign-in & Portal
Respondents can sign in to revisit their reports and manage their own bookings. When signing in is required, what the portal shows them, and how that layer is what makes leads possible.