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Custom Fields

The Custom Fields page allows you to create and manage additional data fields for Contacts, Accounts, Bookings, Events, and Groups. They help capture information not included in standard system fields, letting you tailor Event Temple.

Updated over a week ago

What Are Custom Fields?

Custom Fields store specific details relevant to your business operations.
For example:

  • A text field for a Member Number

  • A multi-line field for History

  • Any other field to capture custom information

Each field appears within its related record type, allowing users to view and enter this data easily.

⚠️ Note: Once a Custom Field is created, its Field Type cannot be changed. If you need to adjust the type, create a new field and archive the old one.

Creating a Custom Field

  1. Go to Settings → Custom Fields

  2. Click New Custom Field

  3. Choose the record type: Contact, Account, Booking, Event, or Group

  4. Complete the following fields:

    • Field Label: Display name (e.g., “Member Number”)

    • Field Type: Input type (Text, Number, Dropdown, etc.)

    • Add View: Determines where the field is visible (e.g., during creation or on summary view)

    • Merge Field Name: Identifier used in templates or documents

    • Custom Field Set: Optional grouping or category

  5. Click Save

💡 If part of a Chain: Any Custom Field added at the Chain level is automatically available to all Organizations. Archiving a field also archives it for all.

Managing Existing Fields

From the Custom Fields table, you can:

  • Edit to update field details

  • Archive to hide unused fields

  • Delete to remove permanently

  • Use Show Archived to view archived fields

Example:

  • Field Label: Member Number

  • Field Type: Text (Single Line)

  • Merge Field Name: {{custom.member_number}}

⚠️ Note: Event Temple staff can “lock” or “unlock” fields that are used in templates to prevent accidental deletion or merge field edits.

Custom Field Types

Type

Description

Example

Text (Single Line)

Short entries

Member Number, Event Theme

Text (Multi Line)

Longer text

History, Special Requests

Number

Numeric values only

Guest Count, Loyalty Points

Checkbox

True/False toggle

VIP Client, Contract Signed

Date

Calendar date

Membership Expiry

Currency

Monetary values

Budget, Deposit Amount

Picklist

Dropdown menu

Market Segment, Lead Source

HTML

Rich text with formatting or links

Internal Notes

User

Links to a system user

Sales Manager, Event Owner

⚠️ Notes:

  • The Number field accepts only whole numbers. Use a Text field for entries like phone numbers or codes that include symbols.

  • Placeholder text is available only for Text (Single Line) fields and appears as a prompt in grey (e.g., “Enter Member Number”).

How to Manage Custom Fields

Add a Custom Field (Organization)

  1. Go to Settings → Fields → Custom Fields

  2. Select a sub-tab (Contact, Account, Booking, Event, Group)

  3. Click New Custom Field

  4. Enter:

    • Field Type

    • Field Label and Description

    • Placeholder (optional)

    • Merge Field Name

    • Custom Field Set (optional)

  5. Click Create

⚠️ Tip: Avoid using the same field name under multiple record types. Duplicate names can cause system errors.

Add a Custom Field (Chain)

Follow the same steps under Settings → Fields → Custom Fields.
Fields added at the Chain level are shared across all Organizations.

🔐 Only Chain Administrators can create or manage Chain-level Custom Fields.

Manage Custom Field Sets

  1. Click the pencil icon of any Custom Fields

  2. Click the Custom Field Set dropdown

  3. Choose the possible actions

    1. +Add New Custom Field Set

    2. Edit (pencil icon)

    3. Delete (trash icon)

  4. Click Apply

    Manage Custom Field Set, Add new or Edit name or Delete

    You can then assign fields to this set for easier organization.

Note: The order of the Custom Field Set in your Settings will determine the order the Custom Fields, Custom Fields are sorted and grouped by the Custom Field Set in your Bookings. Simply use drag & drop to adjust the order.

Read more about Custom Field Sets in this article

Archiving a Custom Field

  1. Go to Settings → Fields → Custom Fields

  2. Hover over the field and click the Archive icon

Archiving is possible by clicking on the archive button which is located on the right end of each Custom Field line

Archived fields remain visible in existing records but hidden elsewhere.
If part of a Chain, the field is archived for all Organizations.

Deleting a Custom Field

To protect data, fields containing data cannot be deleted until reassigned.

  1. Go to Settings → Fields → Custom Fields

  2. Hover over the field and click the Delete icon

  3. Reassign data if prompted, then confirm deletion

⚠️ The replacement field must be the same Field Type as the one being deleted.
You cannot delete a “locked” field that’s tied to a document template.

Limits

There is a maximum of 500 Custom Fields per Chain.

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