Custom contact fields

Contacts → Custom fields (/app/contacts/fields) is where you define the extra details your business keeps about people, such as membership tier, birthday, preferred branch or last order value. Each field then appears on every contact under Custom fields and is included in Export CSV.

Before you start

• Everyone who can open Contacts sees the list. Creating, editing, ordering, archiving and restoring fields needs the Manage contacts task (Owners, Admins and Editors by default); without it the page says You can see the fields. Changing them needs the Manage contacts task.
• A workspace can have up to 100 fields, archived ones included.

Step by step: create a field

1. Open Contacts and press Custom fields above the list (or go to /app/contacts/fields). 2. Press New field. 3. Fill Name in English, Name in Arabic, or both (Fill in at least one.). Each person sees the name in their language, or the other one when it is missing. 4. Check the Key. It is filled from the English name (Membership tier becomes membership_tier); for an Arabic-only name, type it yourself. Lowercase English letters, digits and _, starting with a letter, up to 40 characters. The key cannot be changed later: Export CSV uses it as the column heading and the API stores the values under it. Keys such as phone, email, name, country or language are refused because contacts already have them. 5. Pick the Type: - Text, Number, Date, Yes / no, Link (http or https), E-mail, Phone; - One choice or Several choices: add each choice under Options with its English and Arabic name. Value is what is stored and exported; leave it empty and it is made from the English name. Add option adds a line, × removes one. 6. Optionally tick Personal data (never sent to AI features) for sensitive details such as a birthday or national ID, and Show on the contact list to show the value as a column of the Contacts table (on a phone, up to three such fields show on each card). 7. Press Create field. You see Field {name} created.

Typical mistakes: a key someone already used (also by an archived field) gives "A field with the key ... already exists (it may be archived)" — restore that field or pick another key. A choice field needs at least one option.

Change, order, archive

• Edit changes the names, the options (for choice fields) and the two ticks; press Save. The Key and the Type cannot be changed (The type cannot be changed after the field is created.).
• ↑ and ↓ move a field up or down; contacts show the fields in this order.
• Archive asks first, then hides the field from contacts: *Archive {name}? It disappears from contacts; the values already saved are kept and come back if you restore it.*
• Tick Show archived fields to see archived fields (marked Archived) and press Restore to bring one back with its values.

Fill in the values on a contact

1. Open the person in Contacts and find Custom fields.
2. Press Edit fields, fill the boxes (a date picker for dates, a menu for choices, tick boxes for several choices) and press Save fields.
3. To remove a value, empty its box and save. Each value is checked against its type: a date must be a real date, a number a number, a link must start with http or https, and a choice must be one of the options — otherwise the contact is not saved and the message names the field.

See a field as a column, filter on it

• In Contacts, press Columns above the table and tick the field under Custom fields; it becomes a column. Fields with Show on the contact list are shown until you choose your own columns (on a phone, up to three of them appear on each card).
• To show only people with a certain value, press Filters in Contacts and pick the field in the first menu, under Custom fields (Contacts). The same conditions build a segment (Lists and segments).

Related

• Contacts
• Consent and opt-out