22.9 Custom Fields Management (Real Estate Specific Fields)

Purpose:

Define data fields tailored to capture the specific information your real estate agency needs to track for Contacts, Opportunities, or other objects, beyond the standard built-in fields. Using custom fields effectively is fundamental to organizing your CRM for real estate.

Access:

Navigate to Settings → Custom Fields.

Creating Custom Fields:

  1. Click + Add Field.
  2. Choose Object: Select which type of record this field applies to (Contact - most common, Opportunity - for deal specifics, Company, etc.).
  3. Select Field Type: Choose the type of data this field will hold:
    • Text: Single line of text.
    • Number: Numerical values only.
    • Date: Calendar date picker.
    • Monetary: Currency values.
    • Phone: Formatted phone number field.
    • Dropdown (Single): Predefined list where user selects one option (Excellent for criteria!).
    • Dropdown (Multiple): Predefined list where user can select multiple options.
    • Checkbox: Single checkbox (Yes/No type data).
    • Radio Button: Predefined list where user selects one option (visually different from dropdown).
    • Text Area: Multi-line text box for longer notes or descriptions.
    • File Upload: Allows uploading files directly to the field (use storage wisely).
    • Signature: Captures an electronic signature.
  4. Enter Field Name: Give the field a clear, descriptive name (e.g., "Property Type Preference", "Listing Agreement Date", "Buyer Agency Status", "Desired Closing Date"). Avoid special characters.
  5. Organize into Folders (Recommended): Create folders (e.g., "Buyer Info", "Seller Info", "Listing Details", "Transaction Details") using the + Add Folder button. Select the appropriate folder for your new field to keep them organized, especially as your list grows.
  6. Add Placeholder Text (Optional): Hint text displayed inside the field.
  7. (For Dropdown/Radio/Checkbox): Add the specific Options that users can select from (e.g., for Property Type Preference, add options like "Single Family Home", "Condo", "Townhouse", "Multi-Family", "Land").
  8. Click Save. The field is now available to be added to Forms, viewed/edited on records, and used in Filters, Smart Lists, and Workflows.

Essential Real Estate Custom Field Examples:

  • For Contacts: Lead Source (Dropdown), Lead Status (Dropdown), Buyer Timeline (Dropdown/Date), Seller Timeline (Dropdown/Date), Property Type Preference (Dropdown Multiple), Bedrooms Required (Number/Dropdown), Bathrooms Required (Number/Dropdown), Desired Location(s) (Text Area), Price Range Min (Monetary), Price Range Max (Monetary), Pre-Approved? (Radio/Checkbox), Lender Contact Info (Text Area), Spouse/Partner Name (Text - though Associations (3.17) might be better), Home Purchase Anniversary (Date), Referral Source Contact (Text or Lookup).
  • For Opportunities: Property Address (Text/Address), Listing Price (Monetary), Offer Price (Monetary), Closing Date (Date), Contract Acceptance Date (Date), Inspection Date (Date), Appraisal Date (Date), Loan Commitment Date (Date), Commission Rate/Percent (Number), Estimated Commission Amount (Monetary), Co-broke Agent Name/Contact (Text Area), Listing Agreement Expiry (Date).

Plan your custom fields carefully based on the data you *truly need* to track, filter on, and use for automation.