Custom Fields: User Drop-down

Leveraging User Custom Fields

As of July 2025, Cheqroom offers a custom drop-down field type for “user.” This addition allows you to add user information to items, check outs, reservations kits or even other user records as a way add additional information to Cheqroom records.

How to add a User custom field

Follow these steps to add a User custom field to your records in Cheqroom:

1. From the navigation bar on the left, click on Settings
2. From the Settings page, then click on Fields
3. Select a tab for which the new field should apply to - Items, Kits, Users Reservations, or Check-outs
4. Click Add Field on the top right of the page
5. Scroll down to select the field type, and find the option for User
6. Add a descriptive name for the field (E.g.: Equipment Manager, Project Manager, Department Head, etc...)
7. Configure any additional settings for the field such as: 
   1. Make the field required or optional
   2. Select applicable item types
   3. Control visibility settings (coming soon!)
8. Click Save on the bottom right of the pop-up once done

Once configured, your User custom field will allow you to associate specific Cheqroom users with various records, creating valuable relationships between your equipment, reservations, and team members.

Adding Custom Users to Notifications

Cheqroom allows you to use your User custom fields in notifications to ensure the right people receive important updates. Here's how to set it up:

1. From the navigation bar on the left, click on Settings
2. From the Settings page, then click on Notifications
3. Find the notification you wish to modify, and click on the three dot menu on the right and select Edit
4. Make any updates on the notification's name, timing, or location settings as necessary, and then click Continue
5. In the To section, click on the drop-down button on the right side to add any additional recipients based on a custom user field
6. Click Continue, and then click Update to save your changes

With this setup, whenever a record includes a user in your custom User field, that person will automatically receive the notifications you've configured. This ensures that department heads, equipment managers, or other responsible parties stay informed about relevant equipment activities.

For example, if you've created a "Project Manager" custom field for reservations, you can ensure that project managers are notified about reservation activity in addition to the primary owner of the reservation.

Adding Custom Users to PDF Templates

Cheqroom allows you to incorporate User custom fields into your PDF templates for check-outs, reservations, and more. This ensures that important user information is included in your documentation. Follow these steps to add custom User fields to your PDF templates:

1. From the navigation bar on the left, click on Settings
2. From the Settings page, then click on Templates
3. Find the template you wish to edit and click on it to Edit, or click New template on the top right to start with a new one
4. In the template editor, look for the "Insert placeholder" drop-down from the top right
5. From the Insert placeholder, find and select the custom User field that you created earlier (e.g.: Equipment Manager, Department Head, Project Manager)
6. Copy the field to the appropriate section in the PDF template
7. Click Preview on the top right to view what this change would look like, and then make any changes if necessary
8. Click Preview and save... to commit all of your changes

Once configured, your PDF templates will now include the specified user information, making your documentation more comprehensive and useful for tracking responsibility and accountability.

Potential Use Cases

Cheqroom user custom field has many potential applications across the platform. By leveraging user custom fields across these different record types, Cheqroom organizations can create more detailed accountability chains, improve communication flow, and ensure the right people are involved in equipment management processes.

Items

• Technical Contact: Designate a technical specialist who can assist with complex equipment operation or troubleshooting
• Maintenance Responsible: Assign a specific technician responsible for routine maintenance of valuable equipment. While flags and maintenance reservations should still be used for performing maintenance, a user custom field can be used to track other responsible parties or contacts
• Last Certified By: Track which team member last certified or calibrated sensitive equipment
• Equipment Owner: Identify the primary owner or department head responsible for specific high-value items outside of custody assignments.

Reservations

• Project Manager: Associate each reservation with its respective project manager for better coordination
• Budget Approver: Track who approved the budget for equipment reservations
• Production Coordinator: Identify who's coordinating logistics for reserved equipment and ensure they are looped in on notifications
• Department Head: Note which department head authorized the reservation for cross-departmental tracking

Check-outs

• Approving Manager: Track which manager approved equipment check-outs
• On-Site Supervisor: Designate who's responsible for equipment during off-site productions or events
• Insurance Contact: Identify who to contact regarding insurance matters for high-value equipment check-outs
• Client Representative: Note the client's point of contact who will be present during equipment use

Kits

• Kit Designer: Track which staff member designed or configured a specific equipment kit
• QA Inspector: Record who last inspected and verified all components in the kit
• Training Contact: Designate who can provide training on specialized kit usage
• Kit Owner: Identify the department or individual responsible for maintaining the kit's integrity outside of custody

Users

• Direct Supervisor: Associate each user with their immediate supervisor for approval chains
• Certification Trainer: Track who certified a user for specific equipment operation
• Backup Contact: Designate an alternate contact when the primary user is unavailable