Custom Fields & Tags

Custom fields let you capture data unique to your organisation on projects, customers, and tasks. Whether you need to track a client’s industry, a project’s risk rating, or a task’s regulatory deadline, custom fields add structured information beyond the built-in fields so your records reflect how your firm actually works.

Tags complement custom fields with colour-coded labels for quick categorisation. Apply tags across entities, filter by them, and combine both features with saved views to see your data from any angle.

Key Concepts

Field Types

Custom fields support a range of input types to match the data you need to capture.

Type	Description
Text	Free-form text input. Optionally set minimum/maximum length or a pattern for validation.
Number	Numeric input with optional minimum and maximum value constraints.
Date	Date picker with optional earliest and latest date boundaries.
Dropdown	Single-select from a list of predefined options you define.
Boolean	A simple checkbox for yes/no values.
Currency	An amount paired with a currency code (supports ZAR, USD, EUR, GBP, and more).
URL	A web address, validated automatically.
Email	An email address, validated automatically.
Phone	A phone number input.

Entity Types

Each field definition is scoped to an entity type: Project, Task, or Customer. A field scoped to Projects only appears on project detail pages, keeping forms clean and relevant.

Field Groups

Field groups organise related field definitions under a shared heading. On an entity detail page, fields within a group render together in a card with the group name as the header.

Groups have two powerful options:

Auto-apply — when enabled, the group is automatically added whenever a new entity of that type is created. This ensures every new project or customer starts with the right fields.
Dependencies — when a group is applied, its dependency groups are automatically co-applied. This is useful when one set of fields only makes sense alongside another.

Creating Custom Fields

Step 1 — Navigate to Settings

Open Settings and click Custom Fields in the sidebar.

Step 2 — Click New Field

Click the New Field button to open the field definition form.

Step 3 — Configure the field

Complete the form:

Entity type — choose Project, Task, or Customer
Name — the label users will see (a slug is generated automatically)
Field type — select from the types listed above
Description (optional) — help text displayed alongside the field
Required — toggle on if this field must be filled in
Required-for contexts — optionally make the field required for specific actions (for example, before creating an invoice)
Sort order — controls where this field appears relative to others
Validation rules — depending on the field type, set constraints like minimum length, maximum value, or date boundaries

Step 4 — Set visibility conditions (optional)

You can make a field appear only when another field has a certain value. Choose a condition field and an operator (equals, does not equal, or is one of), then specify the trigger value. This keeps forms concise by hiding fields that are not relevant.

Step 5 — Save

Click Save. The field is now available on all entities of the selected type.

Organising Fields into Groups

To create a field group, go to Settings > Custom Fields, switch to the Groups tab, and click New Group. Give the group a name, select the entity type, and choose which field definitions to include.

Enable Auto-apply if you want the group added to every new entity automatically. If this group depends on another group, add it as a dependency so both are always applied together.

Working with Tags

To create tags, go to Settings > Tags and click New Tag. Enter a name and optionally pick a colour. Once created, tags can be applied to any project, task, or customer from the entity’s detail page.

To filter by tags, use the tag filter on any list page. You can select one or more tags to narrow the list to matching items.

Saved Views

Saved views let you save a combination of filters, columns, and sort order as a named view you can switch to at any time.

Step 1 — Configure filters

Set your filters: tag filter, custom field filter, date range, or search keyword. Narrow the list to exactly the records you want to see.

Step 2 — Select columns

Choose which columns to display. In addition to standard columns (name, status, dates), you can include custom field columns to surface your custom data directly in the table.

Step 3 — Name your view

Give the view a name and optionally share it with your team. Shared views are visible to all members and marked with a “(shared)” indicator. Only admins and owners can share views.

Once saved, your view appears as a tab alongside the default “All” tab. Switch between views to see your data from different angles — for example, a view for high-priority tasks due this week, or active projects filtered by a specific tag.

Tips and Best Practices

Start with field groups — organise related fields into groups before creating individual fields. This keeps entity forms tidy and ensures consistency across your team.
Use auto-apply for mandatory data — if every new customer needs an industry field, put it in an auto-apply group so it is never missed.
Keep tag colours meaningful — establish a colour convention (for example, red for urgent, green for complete) so tags communicate status at a glance.
Create shared views for common workflows — a shared “Overdue Tasks” or “Active Clients” view saves everyone from rebuilding the same filters repeatedly.
Use visibility conditions to simplify forms — hide fields that only apply in certain situations. For example, show a “Tax ID” field only when the customer type is set to “Business.”

Projects — custom fields and tags can be applied to projects
Tasks — add custom fields to tasks for structured tracking
Customers — capture client-specific data with custom fields and tags
Documents & Templates — custom field values can feed into document templates