Workspace and profile · How-to
Add your own fields to contacts, companies and deals
Add the details Setvos does not ask for by default — a car registration, an allergy, a contract number — fill them in on contacts, companies and deals, and filter lists by them.
Choose the kind of record
Open Settings › Fields. Under “Which records”, choose where the field belongs. Today the values can be filled in on “Contacts”, “Companies” and “Deals”; fields on the other kinds of record do not appear in their forms yet. Fields for “Children, pets, vehicles” are filled in on each child’s, pet’s or car’s record on the client’s card, and “Asked of” keeps a field to one kind.
Add the field
Press “Add field”, write the “Label” people will see and choose the “Type”: “Text”, “Long text”, “Number”, “Money”, “Date”, “Yes / no”, “Choice”, “Several choices”, “Link”, “Phone” or “Email”. Switch on “Must be filled in” if a record should not be saved without it, then press “Add field”.
List the options for a choice
For “Choice” and “Several choices”, type the options under “Options”, separated by commas. You can add more later.
Fill it in
Open a contact’s, a company’s or a deal’s form: the field is in its “More details” section. The client card, the company page and the deal page list the values that are filled in.
Filter a list by it
On the contacts, companies, deals and invoices lists, fields of the types “Choice”, “Several choices”, “Yes / no”, “Number”, “Money” and “Date” appear as filters. The other types cannot be filtered on. Invoices have no place to fill a field in yet, so on the invoices list a filter finds the values set through the API.
Change a field
Press the pencil beside a field (“Edit”) to change its “Label”, whether it “Must be filled in” and, for a choice, its “Options”, then press “Save”. You can add options at any time. An option that records already use cannot be removed: the refusal appears under the box, and retiring the field is the way out. The key and the type never change.
Retire or delete a field
Press the archive button beside the field (“Retire”). It leaves every form, and the values already stored stay on the records; the same button (“Bring back”) returns it. The bin (“Delete”) asks first and cannot be undone, and it works only while no record holds a value for the field.
Common questions
- How many fields can I add?
Up to 50 on each kind of record.
- Can I rename a field or change its options later?
Yes, with the pencil beside it. Options can be added at any time and removed while no record uses them. Only the key and the type never change: for another type, retire the field and add a new one — the values already stored are kept.
- I added a field to tasks. Why is it not on the task form?
Only contact, company and deal forms show custom fields today. Fields on tasks, products, invoices, tickets and appointments can be defined, but there is no place to fill them in yet.
- Can I manage custom fields on the phone?
Yes, under More → Account → Custom fields, with settings access. Choose which records — clients, companies, deals, tasks, products, invoices, tickets or visits — and add a field of any of the eleven types, with options, “Must be filled in” and help text; its key is shown and never changes. When you edit a field, its type and key stay fixed, and an option that records use cannot be removed. Retire a field to take it off the forms while its values stay readable; a field that records hold values for cannot be deleted. Retired fields are listed too.
Read next
Contacts: your clients and the companies they work for
Keep one card per client with their history, notes, tags and files, find anyone in seconds, and keep the list free of duplicates.
Keep a record for each company you work with
Group the people you deal with under their company, see each company’s open deals, and let new clients file themselves by their email domain.
Import clients, services or other records from a file
Bring your list over from Altegio, YCLIENTS, EasyWeek, Appointer, Fresha or a spreadsheet. You see what the file would do before anything is saved.
Export your data
Download one kind of record as a CSV file, or prepare a ZIP of everything in your workspace.
More in Workspace and profile
- Workspace and profile: how your business is set up
- Set your business details: country, time zone, currency and language
- Decide what members may change on their own profile
- Switch modules on and off
- Switch AI features on or off
- See who changed what in the audit log
- Edit your profile: name, photo and contact details
- Choose your language, time zone and theme
- Workspace settings: common questions
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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