Custom Fields Guide

Learn how to create and use custom fields to track unique information specific to your business needs.

What are Custom Fields?

Custom fields let you capture and store information beyond the standard lead fields. Add any data relevant to your business:

Standard fields (built-in):

• First Name, Last Name
• Email, Phone
• Company, Job Title
• Status, Source, Type

Custom fields (you create):

• Budget Range
• Current CRM
• Number of Employees
• Annual Contract Value
• Industry Segment
• Product Interest
• Referral Source
• Anything else you need!

Why Use Custom Fields?

Capture What Matters to YOUR Business

• Every business is unique
• Track qualification criteria
• Store decision-making factors
• Record specific needs

Better Qualification

• Score leads based on custom data
• Filter by custom criteria
• Identify best-fit prospects

Improved Reporting

• Analyze custom metrics
• Track what drives conversions
• Make data-driven decisions

Personalized Outreach

• Reference custom field data in emails
• Tailor pitch to specific needs
• Show you understand their situation

Creating Custom Fields

Step-by-Step

• Navigate to Settings → Company → Custom Fields
• Click + Add Custom Field
• Configure the field:
- Field Name: What it's called (e.g., "Budget") - Field Type: Type of data (text, number, dropdown, etc.) - Required: Must be filled out? (Yes/No) - Show on Lead Form: Visible when creating leads? (Yes/No) - Default Value: Pre-fill with value (optional)
• Click Create Field

Field Types

Choose the right type for your data:

Text (Short)

• Single line of text
• Max 255 characters
• Use for: Job title, product name, referral name

Text (Long)

• Multiple lines
• Unlimited length
• Use for: Notes, descriptions, comments

Number

• Numeric values only
• Can set min/max
• Use for: Budget, employee count, deal size

Currency

• Number with currency symbol
• Formatted as money
• Use for: Budget, deal value, annual spend

Dropdown (Single Select)

• Choose one option from list
• Predefined options
• Use for: Industry, company size, product interest

Dropdown (Multi-Select)

• Choose multiple options
• Checkboxes
• Use for: Products interested in, pain points

Date

• Calendar date picker
• Format: MM/DD/YYYY
• Use for: Decision date, contract renewal, next meeting

Date & Time

• Date + time picker
• Use for: Demo scheduled, follow-up time

Checkbox

• Yes/No toggle
• Use for: "Decision maker?", "Budget approved?", "Current customer?"

URL

• Web address
• Validated format
• Use for: LinkedIn profile, competitor site, case study

Email

• Email address
• Validated format
• Use for: Additional contacts, decision maker email

Phone

• Phone number
• Formatted automatically
• Use for: Mobile, direct line, assistant

Configuring Field Options

Dropdown Options

For dropdown fields, define the options:

• Create field, set type to Dropdown
• Click Add Option
• Enter option label (e.g., "Small (1-10 employees)")
• Add more options
• Drag to reorder
• Set default selection (optional)
• Save field

Example - Company Size:

Options:
Micro (1-10)
Small (11-50)
Medium (51-200)
Large (201-1000)
Enterprise (1000+)

Required Fields

Make fields required:

• Edit custom field
• Toggle Required ON
• Save

When required:

• Can't save lead without filling it in
• Shows red asterisk on form
• Validation error if left blank

Best practice: Only require fields truly essential for qualification.

Field Visibility

Control where fields appear:

Show on Lead Form:

• ☑ ON: Appears when creating/editing leads
• ☐ OFF: Hidden, only visible in custom section

Show on Lead List:

• ☑ ON: Appears as column in leads table
• ☐ OFF: Only on detail page

Show in Filters:

• ☑ ON: Available in advanced filters
• ☐ OFF: Not filterable

Default Values

Pre-fill fields with common values:

• Edit custom field
• Set Default Value
• Save

Example:

• Field: "Country"
• Default: "United States"
• Saves time for US-based businesses

Using Custom Fields

Filling Out Custom Fields

When creating a lead:

• Click + New Lead
• Fill standard fields
• Scroll to Custom Fields section
• Fill in custom fields
• Save

For existing lead:

• Open lead detail page
• Find Custom Fields section
• Click Edit
• Update fields
• Save changes

Viewing Custom Field Data

On lead detail page:

• Custom fields shown in dedicated section
• Organized by field type
• Empty fields display "Not set"

In lead list:

• Add custom field columns
• Click Columns → Select custom fields
• View custom data at a glance

Filtering by Custom Fields

Find leads using custom field criteria:

• Navigate to Leads
• Click Advanced Filters
• Select custom field
• Set condition:
- Equals - Contains - Greater than - Less than - Is set - Is not set
• Enter value
• Apply filter

Example filters:

• Budget > $10,000
• Company Size = "Enterprise"
• Product Interest contains "Analytics"
• Decision Date < 30 days from now

Bulk Editing Custom Fields

Update custom fields for multiple leads:

• Navigate to Leads
• Select leads (checkboxes)
• Click Bulk Actions → Edit Fields
• Choose custom field to update
• Enter new value
• Click Update All

Custom Field Best Practices

Plan Before Creating

Ask yourself:

• What do we need to know to qualify leads?
• What data helps prioritize follow-up?
• What info improves our pitch?
• What metrics matter for reporting?

Don't create fields you won't use.

Keep It Simple

Start with 3-5 custom fields:

• Budget/Deal Size
• Timeline/Decision Date
• Primary Pain Point
• Buying Authority
• Competitor They're Using

Add more only when needed.

Use Dropdowns When Possible

Why dropdowns are better:

• ✓ Consistent data (no typos)
• ✓ Easy to filter and report
• ✓ Faster to fill out
• ✓ Clear options

Free text when:

• Truly unique information
• Can't predict options
• Needs explanation

Name Fields Clearly

Good names:

• "Annual Contract Value"
• "Number of Users"
• "Primary Use Case"
• "Current Solution"

Poor names:

• "ACV" (what does it mean?)
• "Info" (too vague)
• "Field1" (meaningless)

Group Related Fields

Use naming conventions to group:

Example - Product Interest:

• "Product Interest: Analytics"
• "Product Interest: CRM"
• "Product Interest: Marketing"

Shows grouped together in forms and filters.

Review and Clean Up

Quarterly review:

• Which fields are actually used?
• Any fields always empty?
• Fields with outdated options?
• Delete unused fields

Common Custom Field Configurations

B2B SaaS

• Budget (Currency) - Deal size
• Current CRM (Dropdown) - What they use now
• Number of Users (Number) - Seats needed
• Decision Timeline (Date) - When buying
• Decision Maker? (Checkbox) - Authority
• Pain Point (Dropdown) - Primary need
• Competitors Evaluating (Multi-select) - Competition

Consulting/Agency

• Project Budget (Currency) - What they can spend
• Project Timeline (Date) - When needed
• Services Needed (Multi-select) - What they want
• Previous Agency (Text) - Who they used before
• Referral Source (Text) - Who referred them
• Decision Committee (Text) - Who's involved

E-Commerce

• Annual Spend (Currency) - Lifetime value
• Products Purchased (Multi-select) - What they bought
• Preferred Category (Dropdown) - What they like
• VIP Customer (Checkbox) - High value
• Loyalty Points (Number) - Reward balance

Real Estate

• Budget Range (Dropdown) - Price range
• Property Type (Dropdown) - House, condo, etc.
• Desired Location (Text) - Where they want
• Bedrooms (Number) - Size needed
• Move-In Date (Date) - Timeframe
• Pre-Approved? (Checkbox) - Financing ready

Advanced Features

Conditional Fields

Show/hide fields based on other fields:

Example:

• If "Budget" > $50,000
• Then show "Enterprise Features Needed"

Setup:

• Edit custom field
• Show When: Select condition
• Save

Field Dependencies

Require fields based on selections:

Example:

• If "Product Interest" = "Enterprise"
• Then require "Number of Users"

Calculated Fields

Auto-calculate based on other fields:

Example:

• Field: "Monthly Payment"
• Formula: Annual Contract Value ÷ 12

Contact support to set up calculated fields.

Custom Field API

Access custom fields programmatically:

GET /api/leads/{id}/custom-fields
POST /api/leads/{id}/custom-fields

See API documentation for details.

Importing/Exporting Custom Fields

CSV Import with Custom Fields

Include custom fields in imports:

• Prepare CSV with columns matching custom field names
• Navigate to Leads → Import
• Upload CSV
• Map columns including custom fields
• Import

CSV format:

First Name,Last Name,Email,Budget,Company Size
John,Smith,[email protected],25000,Medium (51-200)

Export with Custom Fields

Include custom fields in exports:

• Navigate to Leads → Export
• Check Include Custom Fields
• Select which custom fields
• Download CSV

Troubleshooting

Custom Field Not Saving

Problem: Enter value but doesn't save

Solutions:

• Check field validation (number format, date format, etc.)
• Verify required fields are filled
• Check field type matches data entered
• Clear browser cache and retry

Can't Delete Custom Field

Problem: Delete button grayed out

Cause: Field is referenced in automations or integrations

Solutions:

• Remove field from automations first
• Contact support to force delete

Data Appears Wrong

Problem: Custom field shows unexpected value

Cause: Field type changed or bulk edit error

Fix:

• Check field type is correct
• Manually correct the data
• Or bulk update affected leads

Dropdown Options Missing

Problem: Need to add option to dropdown

Solution:

• Settings → Custom Fields
• Edit dropdown field
• Add new option
• Save

Note: Can't delete options in use by leads.

Getting Help

Email: [email protected]

Include:

• What custom fields you're trying to create
• Field type and configuration
• Any error messages
• Screenshot if helpful

Last Updated: October 2025