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Custom fields

Custom fields hold the information your business keeps about every client that BaseCloud doesn't ask for itself — a property type, a service area, a gate code, the date the next service is due. Your account decides which fields there are, and every client has the same set.

Open a client and look under Custom Fields on the Details tab of the client panel.

Part of Jack Beanstalk's custom fields: Pets on site with a ticked checkbox, Systems serviced showing a blue Water heater label and an orange Furnace label, Access instructions over two lines, Preferred technician: Tinker Bell, Service address: 12 Beanstalk Lane, Springfield, IL 62704 with a map pin, Lifetime spend: $4,812.50, and a green Book tune-up button

Where custom fields show up

Contacts have a separate set of fields of their own — see Contact custom fields.

Access levels

Each field has an access level from 1 to 10. Your administrator gives you two levels of your own:

  • Custom Field View Level — you see a field only if your level is the same as the field's or higher.
  • Custom Field Edit Level — you can change a field only if your level is the same as the field's or higher.

Level 1 is for everyone, so most fields stay at 1. A higher level keeps a field, such as what a client has spent, to the people who should see it. Fields above your view level are left out everywhere: in the client panel, the table, filters, exports and bulk edit.

Who can do what

  • Reading and filling in fields: anyone with CRM Access, within their view and edit levels.
  • Adding, changing, reordering and deleting fields: Manage Custom Fields — see Manage custom fields.

Custom fields in automations

  • Start an automation from a field. A CRM Trigger can start a workflow when a field changes (Client Field Change, or Contact Field Change for contact fields) or when someone clicks a button field (Client Field Button Click). A Date field can start one on that date, and again at a set interval after it — see the Client Date Trigger.
  • Fill fields in from an automation. The New Client and Edit Client tasks set a client's custom fields, and the Contact task sets a contact's.
  • Use a field's value in a later step. A trigger's outputs carry the client's details, so an email or a message can quote them.

Automations refer to a field by its ID — hover over a field and you'll see it. Renaming a field is safe; deleting one that a workflow uses stops that step from working.

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