Note: This article is for the newly redesigned module. This updated module is in the process of being rolled out and may only be available to some users.

Overview

Custom Fields are a convenient way to track information that doesn’t fit into the standard Unit Profile or Occupant fields. Because every building is different, you can add custom fields that are relevant to your specific property.

• Adding New Custom Fields
• Editing/Deleting Custom Fields
• Inputting/Editing Custom Field Data
• Viewing Custom Field Data and Pulling Reports

Management and Security Officer-level users can add an unlimited number of custom fields and edit the information within those fields. Some Common Custom Fields are:

• Resident Requires Assistance in Case of an Emergency
• Number of shares (Coop)
• Gym Membership Expiration Date
• Square Footage
• Balcony/Terrace (Y/N)
• Birthday

To add a new custom field, click the Manage tab, select Custom fields, and click Settings at the top of the page, or go to the Settings tab and select Custom fields.

Next, decide whether the Custom Field data should be tied to the Unit Profile/Occupancy, the Occupant, or the Physical Unit.

• Occupancy Custom Field data will stay tied to the entire occupancy of the unit and is designed to store information like Renter's Insurance (Y/N) or # of Pets.
• Occupant Custom Field data will stay tied to a specific occupant and is designed to store information like Birthday, Gym Membership Expiration Date, or Employer.
• Physical Unit Custom Field data will stay constant no matter who moves in/out of the apartment. It is designed to store information like Square Footage, the Last Dishwasher Install Date, or the Refrigerator Model Number.

Select the appropriate Custom Fields tab at the top of the screen. Next, click the green Add button in the top right corner. In this example, we selected the Unit profile/Occupancy tab, so we will click the Add unit profile/occupancy custom field button. 

You’ll be taken to a form where you can enter the Custom Field Name (Ex. “Requires Assistance in an Emergency”), group the custom field with other relative fields (optional), enter the Input Type (Text Field, Numeric, Date, Binary (Yes/No - True/False), Radio Buttons, Dropdown List, Currency) and select the appropriate permissions, based on who should be able to view/edit the custom field information.  

See the screenshots below for some Input Type examples:

You can also decide if the field should show on Front Desk Screens and/or on Printed Work Orders. (For example, it could be very useful to show pet information on printed maintenance requests.) When you are done setting up your Custom Field, make sure to hit the green Save button.

Editing/Deleting Custom Fields

To change or remove an existing custom field, click on the Manage tab, select Custom fields,and click Settings. 

Next, select the category in which the Custom Field is saved to Unit profile/Occupancy, Occupant, or Physical Unit. Clicking on any of the categories will allow you to see all active Custom Fields for that category.  Click on the Custom Field you’d like to change or deactivate. To view inactive Custom Fields, check the Show inactive fields box.

In the Custom Field edit screen, you’ll be able to change the name or settings for the Custom Field. This includes who can view/edit the field and where it will be displayed (See Adding a New Custom Field to see all of your options).

To remove a Custom Field, change the "Custom field status" to Inactive. Make sure to save your changes by clicking on the green Save button.

Inputting/Editing Custom Field Data

Management or Security Officer users can input and edit Custom Field data. Your residents can also edit their Custom Field information on their profiles if you give them permission. 

To edit or input Custom Field data as a Management or Security Officer user, find the unit for which you would like to input or edit Custom Field data in the Quick Search.

The type of custom field (Unit Profile/Occupancy, Physical Unit, or Occupant) will dictate where you’ll go to input or edit the data. To input or edit Occupant Custom Field data, click the three dots to the right of the Occupant Type (Owner, Renter, etc.) of the specific occupant's name. Next, click Edit occupant. Then, enter all relevant information into the Occupant Custom Fields section at the bottom of the screen and click Save occupant when you are finished.

To input or edit Physical Unit or Unit Profile/Occupancy Custom Field data, click the blue Edit text on the Custom Fields card. Here, you will see all Unit and Physical Unit Custom Fields, enter/ and/or edit all relevant information, and click Save changes.

To input custom field data in list form (e.g. for multiple units/occupants at a time), click on the Manage tab and select Custom fields. Select the custom fields you'd like to populate. Next, check the box to "Include units with no data." Click Search. You can then click on each blank field, input and save the appropriate information, and move on to the next unit on the list. 

Viewing Custom Field Data and Pulling Reports

Information saved to Custom Fields can be viewed and sorted by Custom Field (if you want to pull a list of all pet information for all units, for example) or by Unit (if you simply need to see all Custom Field data for one unit).

To pull reports by Custom Field, click on the Manage tab and select Custom fields. Next, select all Custom Fields whose data you’d like to view and enter any other information (specific text, etc.) for which you’d like to search. Click the Search fields button.

This will pull up a full spreadsheet of all the Custom Field information that fits your search parameters. (NOTE: If you’ve added and populated a Custom Field like “Requires Assistance in Case of an Emergency,” this is a great way to pull up a full spreadsheet of all emergency information and print it for any emergency services!) You can also export the data by clicking Export to Excel sort the data by clicking on the column you’d like to sort by.

To look up Custom Field data by unit, bring up any unit by using the Quick Search in the upper left corner. You’ll be taken directly to the Unit Overview screen, where you can view all Custom Field data for that unit. Keep in mind that you will only see Occupant Custom Fields (which will display alongside the contact information for each occupant) if you’ve already populated the Occupant Custom Fields for that unit.