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.
Menu views
Section titled “Menu views”A type shown in the menu can also carry menu views — a hierarchy of named, filtered shortcuts under its sidebar entry, like Threads → Pou → Login or People → VIPs → VIPs in Paris. Clicking a view opens the type’s list already filtered; nested views combine their filters with their parents’ (Pou → Login shows threads where product = Pou and category = Login), on top of the landing list’s own default filter. Every condition appears as a normal filter pill the viewer can adjust or clear.
To configure them, open Admin → Entity types → edit the type: with Show in menu checked, a Menu views section appears.
- + Add view adds a top-level view; the + on a row adds a sub-view beneath it. Drag rows to reorder — drop a row further to the right to nest it under the row above.
- Each view has a label, a filter (the same filter editor used everywhere — any fields, operators, even advanced conditions), an Expand checkbox deciding whether its children start open in the sidebar, and a Count checkbox that shows the view’s live record total as a badge in the sidebar. The type row itself has the same Expand by default choice, plus Show record count in the menu for the type’s own badge.
- Menu totals refresh about once a minute and always respect the viewer’s permissions — different users may see different numbers.
- A view without a filter is fine — use it purely as a grouping level.
- View labels are translatable like any other configuration text (see Translations).
In the sidebar, an arrow on the right of each entry expands or collapses its views; each user’s open/closed choices are remembered on their device.
Record IDs
Section titled “Record IDs”Every record gets a human-readable ID like P-100012 — a prefix plus a running number. This is the ID people quote in emails, print on receipts and see in every list and record title. If no prefix is chosen when a type is created, PeoplePit derives one automatically from the type’s name (unique within your workspace), so records never end up as bare numbers. Administrators can change the prefix, the starting number, and even renumber existing records from Admin → Entity types.
When no form is assigned to a type, its screens and lists show fields in the type’s field order — drag fields into a logical sequence in Admin → Entity types → Edit → Field order.
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. A field is defined once and can live on several types: attach it from the library page, or directly on the type — Admin → Entity types → edit a type → Add existing field (also available right after creating a new type). The definition (name, type, constraints) is shared; each type keeps its own field order and list visibility. The ✕ next to a field in the same list removes it from that type only — the library field and any stored values are kept, and re-attaching brings the values back into view. 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. The field’s Editor size setting picks the editing height (small / medium 2× / large 4×), and anyone can drag the editor’s corner to grow it further while writing. Its HTML content setting controls how much HTML the field accepts: Editor formatting (the default, what the built-in editor produces) or Full HTML — email-grade markup with tables, CSS and inline styles, for fields filled from outside the editor (e.g. email bodies synced by a POP3 or Gmail job). Full-HTML values display in an isolated viewer that keeps the document’s own styling and white background regardless of the app theme, and their editor gains a </> HTML toggle — switch to it to type or paste raw HTML source with a live isolated preview underneath (fields already holding tables or style blocks open straight in HTML mode, protecting that markup from the visual editor). Both settings are always cleaned of scripts and unsafe content on save. The same setting exists on Comments fields. |
| Number | Amounts, quantities, scores — anything you’ll sum or average in reports. The field’s display settings (field library) can show it as a currency (pick from the full currency list — the sign and its position follow each viewer’s language), fix the number of decimals (0–6, or “as entered”), and add a thousands separator (3,678.90). The formatting applies everywhere the value shows — record pages, view/edit/create forms, list columns, and report tables and aggregates (a Sum of Amount tile shows “€12,345.00”, while plain counts stay plain). Stored values are never rounded — this is display only, and exports keep the raw numbers. |
| Date | A calendar date, like a birthday or a deadline. Displayed in your language’s format (e.g. “16 Jul 2026”); pure dates never shift with timezones. |
| Date & time | A precise moment, like an appointment or a check-in. Stored universally (UTC) and displayed in each viewer’s own timezone and language format — two colleagues in different countries see the same moment, each in local time. The field’s Display setting can switch it to a relative timer — “3h and 45 min ago”, “1 month and 4 days ago” — with the exact date shown on hover. |
| 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 chain to any depth (reply to a reply to a reply), formatting, @-mentions, file attachments, and an optional linked record shown as a clickable chip (e.g. the email a reply came from — automations can set it). The field’s Default order setting (field library) chooses how the stream displays: Threaded (nested replies, newest threads first), or a flat chronological list — oldest-first or newest-first, where the direction is obvious even on a long reply chain. Every viewer can switch between the three views on the spot with the toggle above the thread. Every comment carries its author and timestamp; automation-posted comments show as “Automation”. 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, Updated, Created by and Updated by. Created and Updated carry the full date and time (shown in your own timezone), and are 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.