# Custom fields

### What are custom fields?

Custom fields allow additional information to be stored on Assets, Bookings, People, and Companies beyond the standard fields. The field name, type (text, dropdown, date, etc.), and placement can be defined as needed. Options for built-in dropdowns (e.g. asset type, makes, fuel types) can also be managed.

***

#### Managing custom field definitions

1. Go to Settings > Custom fields from menu
2. Choose the module (Asset, Booking, Person, or Company) the field will belong to.
3. Create a definition: enter a name, a unique key, choose a type (text, textarea, phone, number, date, datetime, checkbox, dropdown, multiselect), set whether it’s required, and optional help text. For dropdown or multiselect, add the list of options (values).
4. Edit a definition to change name, required, help text, or options (for dropdown/multiselect).
5. Reorder definitions so they appear in the order you want on the record screen.
6. Show/hide a field by turning it active/inactive.
7. Delete a definition when you no longer need it (only for non-system).

After a definition is created or edited, the field appears in the corresponding module.

{% hint style="info" %}

* For system-defined custom fields, you can only manage the options. You cannot change the field name, help text, or required status.
* To manage custom fields in Settings, the logged-in user must have the Custom Field Management permission.
* In the Notes module, users can only manage note category options, including rearranging and deleting them as needed.
  {% endhint %}

***

#### Managing options for built-in dropdowns (values)

Some dropdowns are built-in (e.g. cancel reason, asset type, makes, fuel types, status, type). To add or edit the options (values) for those:

1. Select the module and field (e.g. Asset → Make).
2. Add a new option (e.g. “Customer request”), Edit an existing option’s label or reorder options.

Those options then appear in the dropdown when users add/edit a booking, asset, etc.

***

### Editing an option that is already in use

If the label of an option that is currently used in existing records is edited:

* A warning message is displayed indicating that the option is already in use.
* If the change is confirmed, the updated label is automatically reflected in all existing records where the option was selected.

***

### Deleting an option that is already in use

If an attempt is made to delete an option that is currently used in existing records:

* Direct deletion is not allowed.
* A replacement option must be selected.
* All records using the deleted option are automatically updated with the selected replacement option.
* After confirmation, the original option is permanently removed.

***

#### Filling in custom field data 

1. Open the Asset, Booking, Person, or Company record you want to add/edit.
2. Find the Custom fields section in tab. The fields shown depend on the definitions you created for that module and their order.
3. Fill in or change the values (text, dropdown, date, checkbox, etc.).
4. Save the record. The custom field data is stored and will show when the record is viewed or exported.