Records, types & fields
Everything you track in PeoplePit is a record — a member, an event, a payment, a campaign, a piece of equipment. Every record belongs to a record type that you define, and each type carries its own set of fields. Nothing is fixed: the same engine serves a sports club, a nonprofit, a company or a municipality, because the types and fields are yours to design.
Record types
Section titled “Record types”A record type describes one kind of thing your organization tracks — Person, Event, Payment, Membership. You create and manage types in Admin → Entity types:
- Open Admin → Entity types and click + New entity type.
- Give it a name and a plural name (used in menus and lists).
- Choose whether it appears in the sidebar menu, pick an icon, and set its ID prefix (see below).
Each type in the menu gets its own landing page with a list of its records — see Finding your way around.
Record IDs
Section titled “Record IDs”Every record gets a human-readable ID like P-100012 — a prefix you choose per type plus a running number. This is the ID people quote in emails, print on receipts and see in every list and record title. Administrators can set the prefix, the starting number, and even renumber existing records from Admin → Entity types.
You can also choose a display field per type — the field shown wherever a record is referenced elsewhere (for example, showing a person’s email instead of their name). References always render as a clickable link to the record.
Fields
Section titled “Fields”Fields define what a record stores. You manage them in Admin → Field library — add a field, pick its type, and place it on forms and lists. The full catalog:
| Field type | Use it for |
|---|---|
| Text | Short single-line values — names, codes, titles (with an optional length cap). |
| Rich text | Formatted multi-line content — descriptions, notes with bold, lists, links, colors and pasted images. |
| Number | Amounts, quantities, scores — anything you’ll sum or average in reports. |
| Date | A calendar date, like a birthday or a deadline. |
| Date & time | A precise moment, like an appointment or a check-in. |
| Time | A time of day on its own, like a weekly training slot. |
| Yes/No | A simple checkbox — “paid”, “active”, “consented”. |
| List of choices | A picklist of predefined options, single or multiple — profiles, categories, statuses. |
| Reference to another record | A link to a record of another type — a payment’s payer, an event’s organizer. Shows as a clickable name. |
| User | A link to one of your workspace users — “assigned to”, “approved by”. |
| Hyperlink | A labeled web link — a website, a personal unsubscribe link, a shared document. |
| Address | A structured postal address. |
| Image | An uploaded picture, shown inline — a photo, a logo. |
| File | Any uploaded document, offered as a download — a contract, a certificate. |
| Calculated | A value computed from other fields, always up to date — shown on forms, never typed. |
| Comments | A threaded discussion stream on the record — replies, formatting, @-mentions. A record can carry several independent streams. |
Fields can be marked filterable, ordered, and shown or hidden in lists. Whether a field is required is decided per form — see Creating & editing records.
Relationships
Section titled “Relationships”Beyond reference fields, records can be connected by relationships — named links like “attended”, “is member of”, “paid for”. You define the vocabulary in Admin → Relationship types (which types can be connected, and what the link means in each direction), then anyone with edit rights can connect records from a record’s page.
Relationships power a lot elsewhere: related-record lists on forms, cross-type reports, “has a relationship to…” filters, and portal pages scoped to one person.
System fields
Section titled “System fields”Every record automatically tracks Created at, Updated at, Created by and Updated by. They’re read-only, available as columns and filters in every list and report — so “records I created this month” is one filter away. They’re hidden from lists by default; add them as columns when you need them.
Deleting records
Section titled “Deleting records”Deleting a record in PeoplePit is a soft delete: the record disappears from lists, searches and reports, but is not destroyed immediately — its history is preserved and links from other records don’t break silently. Deletion respects permissions like every other change, and is captured in the record history.