Best Practices: Custom User Profile

As a community administrator, you're provided the option to ask users an additional set of questions. This is what we call the custom user profile. As soon as users complete their basic profile, they'll be prompted to complete their custom profile. 

Access the custom user profile through the Admin dropdown in the top right of your screen, select the community option, click Users, then click the Customize User Profile option in the bottom left of the page. To learn more about building your Custom User Profile, click here.

 1. Remember who your users are. 

The custom user profile asks the same questions for all users in all portals across all umbrellas within your community. Since community administrators are the only admins who have the ability to manage the custom user profile, make sure to work with other administrators on campus to ensure you’re collecting data that all umbrella admins find useful when reporting!

For example, if you know a lot of faculty or staff members will be using OrgSync, don't require a field such as "Graduation Date".

2. Collect the data that makes the most sense.

You are going to use this data for pulling reports in Data Browser or through the admin tools so think about what pieces of information you would like to compare against resources like form submissions or involvement entries.

Things like gender, ethnicity, or major can give you a ton of insight on your users when you look at who attended an event, who's not involved with a single organization on campus, or targeting your communication efforts. Also don't forget about the basic user profile information OrgSync already collects so no need to duplicate those questions.

3. Make your questions work for you.

As you build your custom user profile, think about which fields you'll allow the users to self-populate or which ones you'll populate for them.

Here are some helpful hints as you build your institution's custom user profile:

Admin Use Only questions Use this field when you don't want to allow users to populate/edit the data themselves. Most likely, you're manually putting this information into the system through an import or the API (if applicable).
Multiple-Choice questions Use multiple choice questions to eliminate human error if you're allowing users to self-report data. Streamlines answers you receive which will create cleaner reports.
Single-line text questions  Use single-line text questions to make user imports smoother.


4. Consider the best way to populate a user's custom user profile.

There are three ways that a user's custom user profile data can be populated: through the API, during an import, or self-reported by the user. Each method works differently and which you decide to use is based on what you're trying to accomplish on your campus. 

API Can automatically pull user data from your SIS to populate the data fields. This ensures the highest level of data accuracy and the user does not have to populate the data themselves

Things to consider: Requires your institution to build the API integration

Make fields populated by the API "Admin Use Only" to ensure data accuracy and prevent user edits

Import Imports the user data through a CSV file so that the user does not have to populate the data themselves

Things to consider: Can be performed three times a year and data will not be as up-to-date as with the API

Use "Admin Use Only" to ensure data accuracy and prevent users from editing data.  

Use single-line text fields to minimize errors when import is performed.

Self-reported by user User would need to fill out any or all missing user profile data the first time they log in and can answer in any way they want

Things to consider: Could be viewed as inconvenient for a user their first time on OrgSync

Custom user profile data can be changed at any time by the user

Want to learn more about how to maximize the usage of your Custom User Profile? Check out this webinar! 

Have more questions? Submit a request