Option sets are a new way to manage reusable dropdown field options across your forms and integrations. Instead of manually creating values for each field, you can now link fields to centralised option sets, ensuring consistent values for staff, students, and external integrations like HubSpot or Salesforce.
Why Option Sets?
Previously, field options (like “Countries” or “Application Status”) were tied to text labels in each field setup. This caused challenges:
Labels could change due to translation or UI updates, breaking integrations.
External systems like HubSpot and Salesforce required consistent mappings, but these mappings frequently broke.
Staff had to duplicate lists of values manually, making updates slow and error-prone.
➡️ With Option sets, you only define your values once in a shared option set, and all linked fields will update automatically.
Key Concepts
A Custom option set is a reusable list of options. Each entry in a option set has three parts:
Display Label – What users see in forms (e.g., “Portugal”).
Integration Value (optional) – A value specifically for external tools like Salesforce/HubSpot (e.g., PT).
Where to Manage option sets
Custom option sets live in a new management area under General Settings → Schemas → Option sets.
Staff::management (additional roles can be added by Support request) can view and manage option sets here.
From the Schemas tab, you can create, edit, and delete option sets.
The Required field option is restricted and only available for:
Contract
Diploma
External Payer Request schemas
Setting Up a option set
Step 1: Create a New option set
Navigate to General Settings → Schemas → Option sets.
Click New option set.
Enter a name (e.g., “Gender”).
Add your entries:
Display Label (what users see — e.g., “Female”)
Integration Value (optional — matches external platform value, e.g., F).
Step 2: Link a Field to a option set
When creating or editing a dropdown or checkbox field:
Go to the field configuration panel.
Under Options, select:
Use Custom Field Value option set → choose from your existing option sets.
Or Define Custom Values Manually (same process as before).
🚀 Once linked, the field automatically reflects option set changes. No need to manually update field values.
Editing and Updating option sets
When you edit a option set entry (e.g., rename an option, update internal/integration value):
All linked fields update instantly.
Integration mappings (HubSpot, Salesforce) will also reflect the new values.
Frequently Asked Questions
Q: Can I still create custom values just for a single field?
Yes. You can choose Add options manually when configuring a dropdown field.
Q: What happens to my existing fields?
Most fields will continue working as before. Where possible, we’re migrating common lists (like “Countries”) to option sets.
Q: Can I see which fields use a option set?
Yes. Each option set shows a list of linked fields in its detail page.
Q: What if I accidentally change an internal value?
You’ll see a warning before confirming, as this change can impact integrations.