Custom fields (and when to use them)
Custom fields let you store information specific to your business that the standard contact record doesn't include — patient ID, vehicle make, room number, lead source detail, anything. They're foundational to personalization and reporting.
How to create a custom field
Settings → Custom Fields
Click "+ Add Field"
Choose object: Contact, Opportunity, or Appointment
Choose field type (see table below)
Set the field name, internal key (auto-generated, used in workflows), and any options for dropdowns
Set required/optional and visibility
Click Save
Custom field types
| Field type | Use it for | Example |
|---|---|---|
| Text (single line) | Short free-text | Patient ID, Vehicle VIN |
| Text (paragraph) | Long notes | Intake summary, allergies |
| Number | Counts, scores, ages | Age, lead score, # of pets |
| Currency | Money values | Estimate amount, lifetime value |
| Date | Calendar dates | Date of birth, contract end |
| Date + time | Specific moments | Last visit timestamp |
| Dropdown (single) | Pick one from a list | Insurance carrier, lead source |
| Dropdown (multi) | Pick several | Services interested in, allergies |
| Checkbox | Yes / no toggles | Marketing opt-in, VIP status |
| Phone | Additional phone numbers | Emergency contact |
| Additional emails | Spouse email, billing email | |
| File upload | Documents and images | Insurance card, intake form scan |
| Signature | E-signatures inside forms | Consent forms, waivers |
Custom field strategy: don't over-engineer
It's tempting to add 30 custom fields the moment you start. Don't. Every field you add is a field someone has to fill out, maintain, and update. Start with the bare minimum and add fields only when you have a concrete reporting or automation use case.
Audit existing fields quarterly — if a field has been blank for >80% of contacts for 6 months, archive it
Use dropdowns over free-text wherever possible — segmentation breaks if 100 reps spell "Type 2 Diabetes" 20 different ways
Name fields plainly — "Insurance Carrier" not "INS_CRR_FLD"
TIP — Use field groups
Group related custom fields together ("Medical Intake", "Vehicle Info", "Real Estate Preferences"). On the contact record, grouped fields collapse into a clean section instead of an endless flat list. Settings → Custom Fields → Field Groups.
