Every organisation runs exchange differently, so the records are yours to shape. Add a field, remove one, turn a text box into a PDF upload, decide who may see it — without touching the safety floor that keeps every organisation legible to the others.
Nobody is signed in, so this is the sample record in this browser tab. The designer works — add, rename, retype, reorder, hide — but nothing is written anywhere and a reload starts over. Sign in as an organisation admin to shape a real record.
A
Record designer · Profil gestalten
Three columns: what you can add, the record itself, and the selected field’s settings.
Select a field to configure it. Everything an organisation may change about a field lives in this column — nothing about it is hidden in a settings page.
B
Field types · Feldtypen
Each type is one component with one behaviour everywhere it appears.
Short text
Lena Vermeulen
Max length, pattern, unique.
Long text
Tell us about yourself…
Word count, translation.
Choice list
VegetarianVeganHalal
Single or multiple, own options.
Date
14 · 06 · 2009
Range limits, age rules.
File upload
Drop a file
PDF, JPG · 10 MB
Formats, size, expiry, verification.
Consent
✓Photos may be used in our newsletter
Versioned, timestamped, withdrawable.
Signature
Who signed, when, from where.
Person link
GVG. Vermeulenguardian
Relationship, reachability.
D
Field visibility · Sichtbarkeit pro Rolle
The platform's own access policy, enforced by row-level security. Shown, never editable.
Locked cells cannot be opened by any admin, on any plan. A student always reads their own record. A guardian always reaches their own child. Safeguarding always sees wellbeing. Host families never do.
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Beyond the profile · Weitere Bausteine
The same designer shapes every record and surface in the product.
Records
Student, host family, school, coordinator, incident. Each one has its own field set.
Application forms
The same fields, arranged as steps, with your own wording and order.
Table columns
Any field can be a column. Saved views per team — “Bavaria unplaced”, “Docs expiring”.
Pipeline stages
Rename, add or remove stages. Entry conditions and a work-in-progress limit each.
Message templates
Your wording, your languages. Field values drop in as tokens.
Ariadne’s reach
Per field: may she read it, may she quote it, may she use it in a match. Off by default for anything sensitive.
F
Draft, publish, roll back · Versionen
This is the release flow the record designer is meant to have. It is drawn here, on sample data, because this build has no draft table and no version table behind it — the live designer says so and writes every change straight through instead.
Publish · what a release would look like
Publish student profile · sample draft
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Changed “Motivation letter” from long text to file upload · 41 answers kept read-only
+
Added “Dietary needs” · choice list, visible to host families
◦
Hidden “Nickname” · data retained, off the profile
↕
Reordered Documents above Wellbeing
Who a release would reach:1,284 students, 2,067 host families, 41 open applications — the sample organisation's figures. Signed in, the designer counts your own.
4 changes in the sample draft · this button is deliberately inert, because there is nothing behind it to publish to
Version history
Ver.ChangeByDate
v8Draft · 4 changesM. Brennernow
v7Added passport expiryT. Alvarez12 Jun
v6Split name into given / familyM. Brenner04 Mar
v5Reverted allergy list changeM. Brenner28 Feb
These four rows are a drawing. There is no schema version table in this build, so no version can be restored — a Restore link that raised a toast and changed nothing was the reason this section was rebuilt. What a real one needs is a snapshot of the field set per publish.
Rules of customisation
Hide before you delete.Hiding is instant and reversible. Deleting asks twice and keeps the data for 90 days.
The safety floor is not a plan feature.Locked fields and locked visibility are identical on every plan, for every organisation.
Custom fields still export.Your own fields appear in exports and in partner links with their labels — no lock-in.
Shared students keep both shapes.When two organisations share a student, each sees its own fields plus the common core.