This guide explains how to use Custom Field Sets to capture specific information that is important for your business. A field set is a collection of custom data fields that can be stored against a Project or a Customer.
This data can then be used to:
View key information directly on the project or customer page.
Pre-populate data collection forms for engineers to use in the field.
Insert information automatically into PDF documents and certificates.
Act as variables in your email and SMS automations.
How to Create a Custom Field Set
It's a good idea to plan out what information you need to capture before you start building. Once you are ready:
Click on your company name in the top right corner and select My Company.
Navigate to the Custom Fields tab at the top of the page.
Choose whether you want to create a Project custom field set or a Customer custom field set.
Click to create a new field set or edit an existing one.
Give your field set a clear name (e.g., "Site Survey Details" or "Marketing Information").
Click Add field to start building your set.
For each field, you must provide a Label (the name your team will see) and choose a Field Type from the dropdown list.
Once you have added all your desired fields, click Update custom field set to save your changes.
Available Field Types
You can choose from a variety of field types to capture information in the right format:
Text: A single line of text.
Text Area: A larger block of text for more detailed notes.
Email: A field specifically for an email address.
Drop Down List: Create a list of pre-defined options for users to choose from.
True/False: A simple yes/no or true/false toggle. This is useful for mapping to checkboxes in PDF forms.
Number: A field that only accepts numerical data.
URL: A field for website links.
File Upload: Allows users to upload a file, such as a photo or document, directly to the field.
Filling in Custom Field Data
Once a custom field set has been created, it will appear on the right-hand side of the relevant page (either the project or customer page).
Office users can click the Edit button on the field set to fill in or update the information.
Any data entered, including uploaded files, will be visible to engineers using the field service app.
An Audit Log is available within the edit screen, which allows you to track all historical changes made to the fields, including who made the change and when.
Common Use Cases and Examples
Custom field sets are very flexible. Here are some common ways they are used:
For Projects:
Site Survey: Capturing technical details like roof pitch, boiler location, or access information.
Installation Checklist: Storing key information needed for a specific type of installation.
Health & Safety: Recording risk assessment details or site-specific hazards.
For Customers:
Marketing Information: Storing data on how a customer heard about your business.
Contact Preferences: Noting a customer's preferred contact method or times.
Lost Reasons: If a quote is lost, you can create a field to capture the reason why, helping you identify trends.
I hope this helps you get the most out of Custom Field Sets.
If you have any more questions or need further assistance, please don't hesitate to contact our support team via the chat option in the bottom right.