Custom Fields let you add data fields that aren’t in Aspire by default and then collect information in those fields. You can also use them when editing the Filter and Display settings for a list.
For example, Aspire doesn’t include a way to record total garden bed size. However, you can add your own Property Size custom field that you and your team can use when creating and editing properties.
Custom fields are available for these modules:
Contacts
Properties
Equipment
Requirements
Anyone can enter values into custom fields as long as they have access to the module where the fields were created.
Users need the Manage Custom Fields permission to create or delete custom fields.
Understanding Custom Field Types
There are seven different types of custom field you can create. The descriptions below will help you decide which to use in any given situation.
Checkbox
Used for “yes” or “no” questions that indicate whether or not something is done or true.
Examples: Has pets, Beds staked
Currency
Used to track specific financial information that isn’t tracked elsewhere.
Examples: Property Value, Competitor Estimate Total
Date
Used to record a specific date.
Examples: Signup Date, Homeowner Vacation Start/End
Decimal Number
Used to record non-whole numbers.
Examples: Maximum Grade Angle, Audit Score
List
Used to create a multi-option dropdown list of items to select from.
Examples: Interview Stage (1st, 2nd, Final.), Kids or Pets (Kids, Pets, Both, Neither)
String
Used for general text entry up to 4,000 characters. We recommend 140 characters or less.
Examples: Superintendent Email, HOA Contact
Whole number
Used for recording data best represented as a whole number.
Example: Plot Number, HOA Contact Phone
Adding custom fields
When viewing a contact or equipment item, or when editing a property:
Select the three-dot icon next to the Save button, then select Manage Custom Fields.
In the window that appears, under the Custom Field Type column, use the next available Select One dropdown to choose a field type.
In the Display Name column, enter a name that clearly states what the field should be used for.
If you selected the List field type, use the List Items column to add options that will appear in the dropdown. Add a new line for each new item as shown here.
Repeat steps 2 and 3 to add as many fields as you need.
Click and drag the grid icon in the Order column to change the order fields appear in. Read our section on deleting an item for important information about data loss.
Select Save when you’re done making changes.
Note
After adding new custom fields, you may need to refresh your browser before they appear in the Custom Fields section.
Using custom fields
Now anyone can use the custom fields you made for any item in the module, provided they have access to the module. When viewing or editing a contact, equipment item, or property, custom fields appear in the Custom Fields section.
Simply enter text or numbers, or make selections as you would with any other field in Aspire, and select Save whenever you make changes.
When viewing the Properties, Contacts, or Equipment modules, you can use custom fields to filter lists or add them as display columns.
Note
Custom fields aren’t available for filter or display in the Equipment module’s Fuel Rates or Fuel Costs tabs.
Editing and deleting custom fields
You can’t change custom fields after they’re created, so you have to delete a field entirely and re-add it if you need to change one.
Warning!
If you delete a custom field that people have used, any data entered into that field will be lost. The Aspire system will warn you about this and give you the opportunity to cancel the deletion. To preserve your collected data, export it from Aspire.
Using custom fields in reports
You can use custom fields created from the Properties module in the following tabs and reports.
Accounts Receivable (Invoicing > Receivables)
AR Aging List (Standard Reports > Administration > A/R Aging List report)
Auto Expense Drill Down (Standard Reports > Sales > Auto Expense)
Contract Renewal Drill Down (Standard Reports > Sales > Contract Renewals)
Invoicing Assistant (Invoicing Module > Invoicing Assistant)
Opportunity List (Opportunities Module)
Property List (Properties Module)
Property Route Assignment List (Standard Reports > Production > Property Route Assignments)
Over/Under Report (Standard Reports > Accounting > Revenue Over Under)
Time Entry List (Standard Reports > Administration > Time Entry)
Site Audits Drill Down (Standard Reports > Sales > Site Audits)
Opportunity Service Drill Down (Standard Reports > Sales > Opportunity Service)
Custom fields vs Tags
If you know about Tags, you might be wondering what the difference between Tags and Custom Fields is.
Tags are labels your company defines that you can apply to contacts, properties, and opportunities. This let you create lists based on tags, such as VIP Customer, Auto Pay, and Monday Mow. You can only select tags, so there’s no way to enter custom text or numbers. Learn more in our article about using tags.
Custom Fields let you enter information unique to individual contacts, properties, and equipment instead of applying general classifications like with tags.
Now you know all about using Custom Fields in Aspire!