How to Add Custom Fields to Contact Records
Why This Matters
Standard contact fields like name, email, and phone work for basic information, but your business tracks data that's unique to your workflow. Custom fields let you capture and organize information that matters specifically to you—whether that's membership levels, referral sources, project types, service dates, or any other details that help you serve your contacts better.
Creating custom fields transforms your contact database from a generic address book into a powerful business tool tailored to your exact needs. These fields integrate fully with searches, exports, and contact management, making your custom data just as accessible as standard information.
Step-by-Step Instructions
1. Navigate to Custom Fields Settings
Go to Settings in the main menu, then click Custom Fields.
This opens your custom fields management area where you can create, edit, and organize all custom fields for your account.
2. Name Your Custom Field
Enter a clear, descriptive name that explains what information the field contains. This label appears on every contact record, so make it immediately understandable to anyone on your team.
Examples of good names: "Membership Level," "Referral Partner," "Last Service Date," "Property Type," or "Account Tier." Avoid vague names like "Field1" or "Other Info" that don't explain what data belongs there.
3. Choose the Field Type
Select the data type that best matches the information you're collecting. Each type has specific characteristics that determine how data is entered and stored.
Text - Single-line entry for general information like names, titles, or short notes. Use this for open-ended responses that don't need formatting.
Dropdown - Predefined list of options users select from. Perfect for standardized data like status, tier, source, or any field where you want consistent values across all contacts.
Date - Calendar date picker for birthdays, renewal dates, last contact dates, or any time-based information. Selecting dates from a calendar prevents formatting errors.
Number - Numeric values only, useful for quantities, IDs, account numbers, or any data that should contain only digits.
Checkbox - Yes/No or true/false option for binary choices like "VIP Status," "Newsletter Subscriber," or "Terms Accepted."
4. Configure Dropdown Options
If you selected Dropdown as the field type, enter all the options you want users to choose from. Add one option per line.
Leave the first line blank if you want the field to start empty when no option is selected. This prevents defaulting to the first option automatically and ensures users make intentional selections.
Keep dropdown lists focused and manageable. Too many options create confusion and reduce data consistency. If you need more than 10-15 options, consider whether a text field might work better.
5. Save Your Changes
Click Save to add the custom field to your account.
The field now appears in the Custom Fields section on all contact records immediately. Every contact—existing and new—will have access to this field.
6. Test the Field
Open a contact record and locate your new custom field in the Custom Fields section. Enter test data to verify it works as expected.
Check that dropdown options display correctly, date pickers function properly, and data saves when you update the contact record.
Questions and Answers
Q: How many custom fields can I create?
A: You can create up to 20 custom fields. Keep your list manageable so your team can use fields effectively without overwhelming the contact record interface.
Q: Can I delete a custom field?
A: Yes. Go to Settings > Custom Fields, find the field you want to remove, and delete the field label. Click the field type dropdown and use Field Data Tools to clear the field data for all contacts. Be careful—this removes the field and all its data from every contact record permanently.
Q: Can I edit a custom field after creating it?
A: You can edit the field name or modify dropdown options at any time. However, changing the field type removes all existing data in that field, so proceed carefully when considering type changes.
Q: Do custom fields show on all contact records?
A: Yes. Once created, a custom field is available on every contact in your database—both existing contacts and new ones you add later.
Q: Can I use custom fields in searches?
A: Yes. Use Advanced Search to filter contacts based on custom field values, exactly like you would with standard fields like Category or Tags.
Q: Can I include custom fields in exports?
A: Yes. When exporting contacts, you can choose which fields to include in the CSV file, including any custom fields you've created.
Q: Can custom fields be required?
A: No. The system does not currently support making custom fields mandatory. All custom fields are optional.
Q: What happens to custom field data if I reach the 20-field limit and need to add another?
A: You'll need to delete an existing custom field to create space for a new one. Before deleting, export your data if you want to preserve that information outside the system.
Q: Can I reorder custom fields to control how they display on contact records?
A: The system typically displays custom fields in the order they were created. Go your Settings > Custom Fields > Edit Layout to reorder.
Q: If I use a dropdown field, can contacts have multiple selections?
A: No. Dropdown fields allow only a single selection. If you need to track multiple values for the same type of data, consider using Tags or Categories instead.