System Fields

System fields are special form fields that map directly to the applicant database. Unlike general form fields where data is stored as freeform JSON, system fields ensure submitted data is structured, searchable, and consistently mapped to the correct fields in the system.

System Field Blocks

System field blocks are pre-configured groups of related fields that represent core applicant data. They appear in the System Fields section of the form builder palette.

Student Details Block

Captures the child/student's personal information:

Field Name	Type	Label	Locked
child_first_name	Text	Child's First Name	Yes
child_last_name	Text	Child's Last Name	Yes
child_birthdate	Date	Child's Birthdate	Yes
child_gender	Radio	Child's Gender (Male/Female)	Yes
child_country	Country	Child's Nationality	Yes
child_languages_spoken	Multi-select	Languages Spoken	Yes

TIP

The "Languages Spoken" field comes pre-populated with a comprehensive list of world languages. Its default value is set to "English" but can be changed by the applicant.

Parent/Guardian 1 Block

Captures the primary parent or guardian's details:

Field Name	Type	Label	Locked
parent_first_name	Text	First Name	Yes
parent_last_name	Text	Last Name	Yes
parent_relationship	Select	Relationship (default: Mother)	Yes
parent_email	Email	Email	Yes
parent_phone	Phone	Phone	Yes
parent_address	Text	Address	Yes
parent_city	Text	City	Yes
parent_country	Country	Country	Yes

Parent/Guardian 2 Block

Captures the secondary parent or guardian's details:

Field Name	Type	Label	Locked
parent2_first_name	Text	First Name	Yes
parent2_last_name	Text	Last Name	Yes
parent2_relationship	Select	Relationship (default: Father)	Yes
parent2_email	Email	Email	Yes
parent2_phone	Phone	Phone	Yes
parent2_address	Text	Address	Yes
parent2_city	Text	City	Yes
parent2_country	Country	Country	Yes

Individual System Fields

These system fields are added individually (not as a block):

Campus

• Field name: campus
• Type: Campus selector
• Behavior: Populates a dropdown with all campuses configured for your school. The selected campus is stored on the applicant record.

Academic Year

• Field name: academic_year
• Type: Academic year selector
• Behavior: Shows available enrolment years/periods. Only active (non-archived) academic years are shown.

Program

• Field name: program
• Type: Program selector
• Behavior: Displays programs and sub-programs. If the form is linked to a campus, only programs available at that campus are shown. When a child's birthdate is provided, the system can auto-select the appropriate program based on age ranges.

Fee

• Field name: fee
• Type: Fee element
• Behavior: Displays a fee item with amount. Unlike other system fields, the Fee field can be added multiple times to a single form (for different fees such as application fee, registration fee, etc.).

What "Locked" Means

System fields are marked as "locked," which means:

• The field name (the internal key used for data mapping) cannot be changed.
• The label can still be customized to match your school's terminology.
• The field ensures data is correctly mapped to the applicant record.

WARNING

Do not attempt to create custom fields with the same names as system fields (e.g., child_first_name). This can cause data conflicts. Always use the system field blocks from the palette instead.

One-Time Use Restriction

Most system fields and blocks can only be added to a form once:

• The Student Details block can appear once per form.
• The Parent/Guardian 1 and Parent/Guardian 2 blocks can each appear once.
• Campus, Academic Year, and Program fields can each appear once.
• Fee is the exception -- it can be added multiple times.

Once a system field or block is added to the form, it appears grayed out in the palette with a "used" indicator showing the count (e.g., "5 / 7 used").

How System Fields Map to Applicant Records

When a form is submitted:

1. Student Details fields populate the lead's student_name, child_birthdate, and related fields in the data JSON column.
2. Parent/Guardian fields create or update records in the parents table via the ParentService. Parents are deduplicated by email within each school.
3. Campus selection links the lead to a campus.
4. Academic Year selection links the lead to an enrolment year.
5. Program selection sets the lead's year group and program.
6. Fee values are stored in the form submission data.

TIP

The parent email from system fields is also used for duplicate detection and family linking. When a parent submits forms for multiple children, the system automatically identifies them as siblings through the shared parent email.

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