How Do I Create Custom Fields?

Custom fields let you track details that are specific to your company, such as contract renewal dates, employee IDs, building access notes, inspection categories, or work order billing details.

Applies to: Account administrators and managers with access to Company Settings. Custom fields are created in the web portal. Depending on visibility and permissions, users may also see or update some custom fields in the mobile app.

Before You Start

Decide where the field belongs: Users, Locations, Work Orders, Issues, or Groups.
Choose the field type before you create it. You can edit the field name and visibility later, but the data type cannot be changed after the field exists.
Use a clear Description. This becomes the label people see on profiles, work orders, issues, lists, reports, and exports where custom fields are supported.
If the field contains sensitive information, choose a restricted Visibility option.

Choose the Custom Field Area

Click your profile in the bottom-left corner and open Company Settings.
Or press Ctrl/Cmd + K, search for Company Settings, and open it from the search results.
In the Company Settings menu, choose the custom field page you need:

Page	Use it for
User Custom Fields	Employee, customer, or contractor profile details.
Location Custom Fields	Location details such as contract dates, access details, or external IDs.
Work Order Statuses & Fields	Work order details. Use the Custom Work Order Fields section on that page.
Issue Custom Fields	Extra details on reported issues or service requests.
Group Custom Fields	Group-level details, if Groups are enabled for your company.

Create a Custom Field

Click Add Custom Field.
Enter a Description for the field.
Choose a Data Type.
Choose the Visibility:
- Users: visible to all users who can access that record.
- Managers: visible to managers and admins.
- Admins Only: visible to company admins only.
If the data type is Dropdown, add the dropdown options before saving.
Click Create Field.

After the field is created, it appears in the custom fields table. You can drag fields into the order you want them to appear.

Choose the Right Data Type

Data Type	Best for
Text	Short values such as an ID, nickname, or code.
Long Text	Longer notes or instructions.
Number	Numeric values that should be entered as numbers.
Date	Dates selected from a date picker.
Yes/No	A simple true-or-false answer.
File	Attachments such as PDFs, photos, documents, or other files.
Dropdown	A controlled list of choices, such as regions, job types, or customer categories.

Use Dropdown when you want consistent reporting. For example, a dropdown with Monthly, Quarterly, and Annual is easier to filter than a text field where people might type the same idea several different ways.

Create a Dropdown Field

Select Dropdown as the Data Type.
In Dropdown Options, type an option name and click Add Option.
Add at least two options.
Optional: click the star icon next to an option to make it the default.
Drag options into the order you want people to see them.
Click Create Field.

For an existing dropdown field, open the field's action menu and click Edit. You can add options, rename options, change the default option, reorder options, and restore archived options.

Enter Values for a Custom Field

Creating the field adds the question or label. You still enter the value on the record itself.

Field type	Where to enter values
User Custom Fields	Open Manage Users, select a user, then use Personal Information.
Location Custom Fields	Open Manage Locations, select a location, then use Service Details.
Work Order Custom Fields	Open Work Orders, create or edit a work order, then use the Custom Fields section.
Issue Custom Fields	Open Issues, create or edit an issue, then fill in the custom fields in the issue form.

In list views such as Manage Users, Manage Locations, Work Orders, and Time Detail reports, custom fields can also appear as optional columns when that page supports column selection.

What Mobile Users See

Custom fields are configured in the web portal, but they can affect mobile workflows. The mobile app can show and edit custom fields for users, locations, issues, and work orders when the field is visible to the person and their role allows them to edit that record.

If a cleaner or manager does not see a custom field in the mobile app, check the field's Visibility and the user's access to the related user, location, work order, or issue.

Edit, Reorder, or Delete a Field

On the custom fields page, use the three-dot action menu next to the field.

Click Edit to rename the field, update visibility, or manage dropdown options.
Drag fields in the table to change their display order.
Click Delete to remove the field.

Deleting a custom field removes the data stored in that field. Only delete a field when you are sure you no longer need its history.

Tips and Troubleshooting

I don't see Company Settings. Your role may not include account-management access. Ask an admin to review your permissions.

I don't see the custom field page I need. Some pages depend on modules or feature settings. For example, Group Custom Fields only appears when Groups are enabled.

I can't change the field type. The data type is locked after the field is created. Create a new field with the correct type, move any needed values over, then delete the old field only when you are sure the old data is no longer needed.

My dropdown won't save. Add at least two active options before creating the field, and make sure option labels are not duplicates.

A mobile user can't see the field. Check the field's Visibility, the user's role, and whether they have access to the related record.

The field appears in settings but not on a record. Make sure you are looking at the matching record type. A User Custom Field appears on user profiles, not on locations or work orders.