Custom Fields

Ivorey™ already comes with a set of standard fields built in, such as name, email, phone number, etc. These cover the basics that most businesses need straight away.

You’ll only need to create custom fields when the standard options don't capture what you're after (e.g. a preferred workout type, a wedding date, a client's business niche). Always check your existing fields first, in case one already covers what you need, so you don’t create a duplicate.

• Single Line - A short, free text field, ideal for things like a business name or a referral source. Use case: capture "How did you hear about us?" on a lead form, then filter your Smart Lists by referral source to see which channels are working hardest for you.
  

• Multi Line: A longer text box for detailed notes or descriptions. Use case: collect a client's "Project Brief" on an intake form, so the full context is saved to their profile before your first call together.
  

• Text Box List: Lets a contact enter multiple short answers as separate line items, rather than one single response. Use case: capture a list of "Products You're Interested In" on an enquiry form, where a lead needs to note more than one item.
  

• Number: For whole numbers like quantities, ages, or scores. Use case: store a contact's "Years in Business" figure from a lead form, then use it as a filter when segmenting leads for a targeted campaign.
  

• Phone: For capturing a phone number in a consistent, dial-able format, beyond the default Phone field. Use case: capture an "Emergency Contact Number" on an intake form, so it's ready to use for calling or texting directly from the contact's profile.
  

• Monetary: For currency values, with formatting consistent across your account. Use case: capture a "Budget Range" on an enquiry form, then trigger an internal notification workflow whenever a high-value lead comes through.
  

• Dropdown (Single or Multiple): Lets contacts choose from a set list of options, keeping your data consistent and free of typos. Use case: capture "Service Interested In" from a set list, rather than free entry. Then use the Contact Changed workflow trigger to tag and route a contact automatically based on the option they selected.
  

• Radio Select: Similar to a drop-down, but shows all options at once for a quicker choice. Use case: ask "Are you a new or returning client?" on a booking form, so you can personalise their confirmation email.
  

• Checkbox: Lets contacts select one or more options from a list. Use case: capture "Areas of Interest" on a signup form, then filter your Smart Lists to send targeted content based on what they've ticked.
  

• File Upload: Lets a contact (or you) attach a file, such as a signed agreement or a photo. Use case: collect "Proof of Purchase" on a warranty claim form.
  
  Note: When creating a File Upload custom field, you'll be asked to choose whether uploaded files are Private or Public. Private files can only be accessed by authenticated users inside your account, while Public files can be opened via a shareable link. This choice is permanent once the field is created, so consider it carefully for anything sensitive or confidential.
  

• Date & Time: For capturing a specific date and/or time. Use case: store a client's "Contract Renewal Date", then use the Custom Date Reminder workflow trigger to automatically send a renewal reminder a set number of days beforehand.
  

• Signature: Lets a contact provide an e-signature directly inside a form. Use case: capture a signed "Terms Acceptance" on a booking or intake form, so you have a signed record on file without needing a separate contract.
  

• User: Lets you assign one or more team members to a contact or opportunity. Use case: create a "Team" field to log which team members are working on each client account, then filter your Smart Lists or workflows by who’s assigned.
  
  Note: Users assigned here will get follower-level access, you can still add a contact owner. Refer to our Contact Profiles guide for the details.
  

• Rich Text: Similar to Multi Line, but allows formatting like headings, bold text, emojis, and links within the field. Use case: store detailed "Client Onboarding Notes" with formatting applied, so key information stands out when your team reviews the profile.
  

• URL: For capturing a web link in a valid link format. Use case: capture a "Portfolio Website" or "Social Media Link" on a job application form, so you can click straight through from the contact's profile.

1. From the main Ivorey™ menu, go to Settings > Custom Fields > and click the [+ Create field] button, on the top right-hand corner of your screen

2. Select your Field type > and configure the placeholder text or options:

   1. Single line, Multi line, Number, Phone, Monetary or Rich text - enter in Placeholder text, at the bottom, which will show before the field is filled in to explain what information should be provided

   2. Text Box List - fill in the first List label > (optional) add a default Value to set up your first predefined line item (e.g. Product 1) > click [+ Add option] to add further line items (e.g. Product 2, Product 3).
      
      Note: This isn't an open text list, you're defining the structure in advance, so your contact (or you) can then enter their own response against each individual line item, rather than typing a free-form list.

   3. Dropdown (Single) or Dropdown (Multiple) - fill in your first option (plus an optional value, if you'd like the stored data to differ from the label shown) to set it up > then click [+ Add option] to add further options
      
      Note: A Single Dropdown field lets your contact select one option, Multiple lets them select more than one.

   4. Radio Select - choose whether to Allow customized option to let your contact type in their own answer if none of your options fit > choose how to Show options as (Text only, Text with image, or Text with icon) > fill in your first option to set it up > and click [+ Add option] to add further options (your contact can only select one)

   5. Checkbox - choose how to Show options as (Text only or Text with image) > fill in your first option to set it up > and click [+ Add option] to add further options (your contact is able to tick more than one)

   6. File Upload - under Supported file types, tick every file format you want to accept (or tick All to allow any file type) > toggle on Allow users to upload multiple files if you'd like to accept more than one file against this field > and choose whether uploaded files are Private or Public (see Custom Field Types above for details on this choice, which is permanent once the field is created)

   7. Date & Time - choose what this field should collect (Date, Time, or Date & time) > and set your Allowed date range (e.g. Any date, or a specific range)

   8. Signature - your contact will be able to sign directly inside the form

   9. User - add Placeholder text if needed > then toggle on Allow multiple users if you'd like to assign more than one team member to this field

   10. URL - add Placeholder text if needed > then choose your Allowed domains setting (Allow all domains, Allow only these domains, or Block these domains)

3. Under Add to object, use the drop-down to select if this field should be for:

   1. Contact - a field stored in contact records in the CRM

   2. Opportunity - a field stored in opportunity cards in your pipelines

   3. Business - a field stored in company records in the CRM

   4. Any custom object you've created - a field stored in custom object records

4. Enter a Field name

5. Once you’ve entered in your Field name, the field’s Key will be automatically generated - this acts like a custom value, as a placeholder to pull custom data into your emails, SMS’s etc. (see more on this in the Use Custom Values section below) > click the ✏ pencil icon to edit the Key

6. Select a Folder to keep your fields organised

7. (optional) Add a Description to provide additional context on what this field should be used for (this will only be visible to your team internally)

8. Use the Live preview panel on the right to check how the field will appear before saving

9. Click the [Create custom field] button, to save
   
   Note: A field's type (e.g. single line or dropdown), its object (Contact or Opportunity), and its key can’t be changed once it's created. If you need to adjust the type, object, or key later, you'll need to create a new field instead.

10. Once created, your new field is ready to use inside your forms, surveys, quizzes, workflows, and profiles

Note: A field can only be used once per contact or record. If the someone answers/fills that field again, it will overwrite the previous entry. If you want to hold multiple records for the same data/question, ensure you create separate custom fields for it.

1. From the main Ivorey™ menu, go to Settings > Custom Fields

2. To create a new folder, click the [Create folder] button > select the object it applies to > then enter a Folder name > and click [Create]
   
   Note: Folders help you group related custom fields together, for example every field from a specific form, or every field on a particular topic, so you can find and manage them more easily.

3. To view your existing folders, click the Folders tab next to Fields in the top left - this shows each folder's name, how many fields are inside it, and gives you the option to rename or delete it

4. To mange/delete a custom field > find the field you want to update > then click the ✏ pencil icon on the right of the field, to edit its name, folder, description, or its dropdown/checkbox options

5. To delete a single field, tick the checkbox next to it > then click the 🗑 trash icon

6. To delete multiple fields at once, tick the checkbox next to each field you want to remove or click [Select all] > then click the [Delete] button, that appears at the top of the table

7. You can also select multiple fields > and click [Move to Group], if you'd like to reorganise them into a folder in one go

Yes, you can drag and drop a new custom field straight into a form or survey using the Quick Add option inside the builder. We'd still recommend creating your key fields inside Settings > Custom Fields first though, so everything stays organised and consistent across your whole account.

If your custom field data is populating, this is usually caused by a mismatch between the custom field's object and where you're trying to use it. Contact fields will only appear inside contact-based forms and workflows, and Opportunity fields will only appear inside opportunity-based areas like your pipeline.

It's also worth double-checking the field type matches what you're trying to capture, for example a Number field won't accept typed text.

If you don't see any delete or edit options at all, you may have a standard field selected, which can’t be deleted.

Alternatively, you may not have permission enabled for your user profile. Please ask your account admin to check your permissions.