Custom Fields

Custom fields let you store any data on a client beyond the built-in fields - emergency contacts, learning goals, medical notes, membership tier, referral source, and anything else your business needs.

Field types

Type	Used for
text	Free-form text (single or multi-line)
number	Numeric values
date	Calendar date
select	Dropdown with a preset list of options

Adding a custom field

1. Go to Settings → Custom Fields.
2. Click + New Field.
3. Pick the entity type - for client fields, choose client.
4. Enter a label (what users see) and pick a type.
5. For select fields, add options one per line.
6. Optionally mark the field required - clients can't be saved without a value.
7. Click Save.

The field now appears in the edit modal for every client.

Editing custom field values

Open any client, scroll to the custom fields section, and fill in values. Save the client to persist.

Using custom fields in workflows

Custom fields can drive workflow conditions. Example: a transition from Lead to Active can require that the field membership_type equals paid. See Workflow Conditions.

Custom fields can also be referenced in:

• Email action bodies - reference the field with a placeholder like custom.membership_type inside double curly braces
• Webhook payload templates - same syntax
• Invoice designer - drag a custom field onto your invoice template

Archiving and removing fields

Archiving a field hides it from the edit modal but preserves all historical values. Click the archive icon next to the field in Settings → Custom Fields.

To permanently delete a field and all its values, use the delete icon. This cannot be undone.

Tips

• Don't over-engineer. Start with a few fields and add more when you find yourself putting info in the notes field repeatedly.
• Use select over text when the values are known. Consistent values make filtering and reporting reliable.
• Label fields clearly. "Source" is ambiguous; "How did you hear about us?" is not.
• Mark required sparingly. Required fields block saves and frustrate collaborators who don't have the info yet.

Next steps

• Client Portal - what custom fields show to clients on shared pages
• Workflows & Statuses - use custom fields in conditions