📏 Validation Rules

Validation Rules let you control what can be typed into data-entry fields. Create them on the Admin Tools → 📏 Validation Rules page. Filter the list by area — Members, Events, Expenses, Incidents or Suppliers — with the tabs at the top. When someone saves a record that breaks a rule, the save is blocked and your error message is shown.

Where rules can apply

• Member fields — all core fields (name, email, phone, address, postcode, date of birth, membership number, emergency contacts, notes) and your custom fields. Enforced on the admin member forms, the member’s own profile, and the join form.
• Events — title, location and description, enforced when events are saved.
• Expense claims — description, amount and mileage, enforced when a claim is submitted.
• Incidents — description and action taken, enforced when an incident is logged.
• Supplier/Vendor bank details — account number, sort code, bank name and payment reference, enforced when a supplier is saved. Handy for requiring a well-formed sort code (00-00-00) or an 8-digit account number so payment details are captured cleanly.

Rule types

Required · minimum/maximum length · numbers only · number within a range · letters only · valid email · UK phone number · UK postcode · date within a range · one of a list of allowed values · must start with · custom pattern (regular expression).

How each rule works

Pick the field, the rule type and any values it needs (e.g. the range or the allowed list), optionally write your own error message (a sensible default is used otherwise), and choose whether it applies on admin forms, member-facing forms, or both. Use the built-in “Try it” tester to type a sample value and see immediately whether it passes. Rules can be switched on and off without deleting them.

Optional fields stay optional: an empty value only fails a “Required” rule — the other rule types only check a value once something is actually typed.

Common questions

Why isn't my rule firing?

Check it is switched on (Status “Active”), that it applies to the right context (admin vs member-facing), and that the form you are testing actually contains that field. Remember empty values only fail Required rules.

Can I test a pattern before turning it on?

Yes — open the rule and use the “Try it” box: type a sample value and it shows ✓ Passes or the exact error a user would see.

What does the regular-expression rule accept?

A standard pattern, e.g. ^[A-Z]{2}[0-9]{4}$ for two letters followed by four digits. The pattern itself is checked for validity when you save the rule.