Skip to main content

Custom Fields

Custom Fields allow you to capture and store additional information beyond the standard fields on contacts, units, leads, and reservations. This feature enables you to tailor the system to your specific business needs.

Overview​

Custom Fields help you:

  • Capture industry-specific information
  • Add fields to contacts, units, leads, and reservations
  • Create dropdown select fields with custom values
  • Use fields in email templates via tokens
  • Track additional data specific to your business

Supported Object Types​

Custom fields can be added to:

  • Contacts: Additional contact information
  • Units: Property-specific data
  • Leads: Lead qualification fields
  • Reservations: Booking-specific information

Field Data Types​

String​

Text input fields for capturing:

  • Names, codes, or identifiers
  • Short text responses
  • URLs or reference numbers

Number​

Numeric fields for:

  • Quantities or counts
  • Measurements
  • Scores or ratings

Select​

Dropdown selection fields:

  • Single selection from predefined options
  • Custom values you define
  • Useful for categorization

Creating Custom Fields​

Accessing Custom Fields​

  1. Navigate to Settings > Custom Fields
  2. Click Add new Field

Field Configuration​

When creating a field, configure:

  1. Object Type: Select Contact, Unit, Lead, or Reservation
  2. Label: User-friendly display name (e.g., "Gas Grill")
  3. Field Name: System identifier (e.g., "gas_grill") - used in tokens
  4. Data Type: Choose String, Number, or Select
  5. Display Order: Numeric value to control field ordering
  6. Profile Id: Optional profile association
  7. Required: For lead fields only - makes field mandatory

Field Name Guidelines​

  • Use lowercase letters and underscores
  • No spaces or special characters
  • Must be unique within the object type
  • Will be used in email tokens (e.g., {{contact.custom_fields.gas_grill}})

Managing Custom Fields​

Custom Field List View​

The main custom fields page displays:

  • Label: The display name
  • Field Name: System identifier
  • Type: Object type (Contact, Unit, etc.)
  • Required: Yes/No indicator
  • Data Type: String, Number, or Select
  • Display Order: Numeric ordering value
  • Profile Id: Associated profile if any

Table Actions​

  • Edit: Modify field properties
  • Values: For Select fields - manage dropdown options
  • Delete: Remove the custom field
  • Expand Row: View creation date and target path details

Editing Fields​

  1. Click Edit next to the field
  2. Modify properties as needed
  3. Save changes

Note: Be cautious when editing field names as it may affect existing email templates using the token.

Using Custom Fields​

In Contact Forms​

  • Custom fields appear automatically
  • Arranged according to display order
  • Grouped by categories/tabs
  • Validation runs on submission

In List Views​

  • Add custom field columns
  • Sort by custom fields
  • Filter using custom values
  • Save custom views

In Search and Filters​

  • Search by custom field values
  • Create complex filter combinations
  • Save frequently used filters
  • Share filters with team

In Imports​

  • Map CSV columns to custom fields
  • Set default values for missing data
  • Validate data during import
  • Handle errors gracefully

Custom Field Values (Select Fields Only)​

Managing Select Field Values​

For fields with Data Type "Select":

  1. Click Values button next to the field
  2. Opens the Custom Field Values dialog

Adding Values​

  1. Click Add New Value
  2. Enter:
    • Label: Display text shown to users
    • Value: Internal value stored in database
  3. Click Save

Value Management​

  • Edit: Modify existing label/value pairs
  • Delete: Remove values (may affect existing data)
  • Values display in a table showing Label and Value columns

Best Practices for Values​

  • Keep values consistent and clear
  • Use descriptive labels
  • Consider future needs when setting values
  • Avoid special characters in values

Using Custom Fields in Templates​

Token Format​

Custom fields are accessed using the following token format:

  • Contacts: {{contact.custom_fields.field_name}}
  • Units: {{unit.custom_fields.field_name}}
  • Leads: {{lead.custom_fields.field_name}}
  • Reservations: {{reservation.custom_fields.field_name}}

For example, if you create a custom field with field name "door_code" on reservations, use: {{reservation.custom_fields.door_code}}

Common Use Cases​

  • Contacts: Preferences, special requirements, VIP status
  • Units: Access codes, special features, amenities
  • Leads: Source tracking, qualification scores, interest level
  • Reservations: Check-in instructions, door codes, special requests

Best Practices​

Planning Fields​

  • Map out needs before creating
  • Use consistent naming conventions (lowercase_with_underscores)
  • Create fields only when standard fields don't suffice
  • Document field purposes for team members

Naming Conventions​

  • Use descriptive field names
  • Keep names short but meaningful
  • Use underscores instead of spaces
  • Maintain consistency across object types

Display Order​

  • Use incremental values (10, 20, 30) to allow insertions
  • Group related fields with similar order numbers
  • Lower numbers appear first

Permissions​

Custom field management requires specific permissions:

  • View Custom Fields: See the custom fields section
  • Edit Custom Fields: Create and modify fields
  • Delete Custom Fields: Remove fields and values

Users without these permissions won't see the Custom Fields menu option.

Troubleshooting​

Common Issues​

  • Field Not Showing: Check object type and display order
  • Token Not Working: Verify exact field name and token format
  • Values Not Saving: Ensure proper permissions
  • Deleted Field Data: Deleting a field removes all associated data

Tips​

  • Test custom fields in a few records before bulk updates
  • Document custom fields for team training
  • Regularly review and clean up unused fields
  • Consider using Select fields for standardized data entry