Falaah Falaah AI

Custom Fields and the People Registry

Keep one record per person across every module, add your own fields to people and employees, control duplicate detection, and decide which system owns employee facts.

Muin keeps one record per person, with roles describing how that person relates to each module. These screens are where you tune that registry and add the fields your organization needs.

When you’d use this

  • The same person exists twice, once as a donor and once as a volunteer.
  • You need to record something Muin does not ship a field for: dietary needs, a ZIP code, a referral source, a shirt size.
  • Duplicate warnings are too noisy, or they are not firing at all.
  • You want employee facts to come from your HR system instead of being typed into Muin.

The People Registry

  1. Go to Settings → Organization → People Registry. Owners and admins only.
  2. The Overview tab explains the model and lists your Role Types and Organization Types. A person can hold more than one role, so the same record can be both an Employee and a Donor.
  3. Quick Actions link to View People, Add Person, Manage organizations and Manage households.
  4. The Settings tab holds the controls:
    • Enable Duplicate Detection warns you when a new person looks like someone you already have.
    • Detection Sensitivity sets how strict that matching is.
    • Default Sort Order sets how the people directory is sorted when nobody has changed it.
  5. Each control saves on its own. You will see “Setting saved.”

Households group related people so a family receives one communication instead of four.

Custom fields on people

  1. Go to Settings → Organization → Custom Fields.
  2. Create a field and it appears on every person’s Overview and becomes a filter in the people directory.
  3. Mark a field Required to insist on it when someone is created.
  4. Deactivate retires a field without deleting the answers already recorded. Deactivated fields are labelled as such.

Custom fields on employees

  1. Go to Settings → Organization → Employee Fields.
  2. Select New employee field to add one.
  3. A field marked Reportable can be pulled into HR reports. Fields Muin ships are marked Built-in and cannot be removed, only hidden.
  4. Deactivate retires a field; the answers stay on the records.

Where employee facts come from

The People Data screen (Settings → Organization → People Data) decides whether Muin or a connected HR system is the authority for employee facts.

  1. Choose Muin-owned and every fact is editable inside Muin.
  2. Choose Externally synced and name the connected system that wins. Muin reads: “This decides which system Muin believes when the two hold different values. It does not delete anything in either one.”
  3. Review drift lists the employees whose HR system and Muin disagree, fact by fact, showing “Muin says” against “External says”.
  4. Accept external {fact} for all {count} settles a whole column in one action. Muin reports how many records were updated and, honestly, how many could not be.

Externally synced is unavailable until a connected system actually provides employee records. The screen says so and links to Settings → Integrations.

What it affects

  • Duplicate detection fires wherever a person is created: the directory, a public form, a giving page, a kiosk check-in.
  • A custom field becomes a people-directory filter the moment you create it, so the whole team sees it.
  • Switching to Externally synced makes the four synced facts read-only in Muin for every user.
  • Deactivating a field hides it from new records but leaves it on exports of historical data.

When it goes wrong

What you see What to do
“Couldn’t save setting. Please try again.” Reload the Settings tab and set it again. Earlier saved controls are unaffected.
“No custom fields yet” Nothing is wrong. Create your first field to capture attributes on every person.
“We could not load your employee fields” Reload. Nothing was changed.
“Not available yet: no connected system provides employee records.” Connect an HR system under Settings → Integrations first.
“Nothing has come across from {source} yet, so no value has been compared.” The connector is linked but has not synced. Wait for its first run, or trigger it from Integrations.
“{accepted} updated, {refused} could not be.” Some records refused the external value. Open those employee records and resolve them individually.

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