Custom Fields

Overview

To create a custom field, open Agency from the sidebar → click the Custom Fields card → on the entity's card click Add field → choose a Field type and enter a Field name → click Save changes. The field then appears on every record of that type for you to fill in.

Create a custom field

1
Open the Custom Fields page
From the left sidebar, open Agency and click the Custom Fields card. The Custom Fields page opens with a card for each record type.
2
Pick the record type
Find the card for the record you're adding a field to — Property Owner Fields, Property Fields, Tenancy Fields, Supplier Fields or Tenant Profile Fields.
3
Add a field
On that card, click Add field. A new row appears with a field type and a name to complete.
4
Choose the field type
In Field type, pick how the data is entered — Text, Long Text, Number, Money, Date, Date & Time, Select or Yes/No. If you're not sure, Text accepts anything.
5
Name the field
In Field name, type the label the field will show under on the record's form.
6
Save
Click Save changes at the bottom of the page to store every field you've added or changed.

Note: Fields you add here are shared templates — they apply to every record of that type across your agency, not to one individual record.

Add options to a Select field
1
Set the type to Select
Set the field's Field type to Select — an Options list appears below the field.
2
Add each option
Click Add option and type the choice, then repeat for every value you want in the drop-down.
3
Save
Click Save changes. The field then shows as a drop-down of your options on each record.

Note: A Select field needs at least one option before it will save — Keyhook won't let you save a drop-down with none.

Choose which reports a field shows in
1
Open the reports picker
On the field's row, click the reports icon (the document icon beside the field).
2
Select the report
In Reports shown in, tick Tenancy Overview to include this field's value on that report, then close the window.
3
Save
Click Save changes to keep the selection.

Note: The Tenancy Overview report can display custom field values.

Fill in a custom field on a record
1
Open the record
Open the record you want to add details to — a property, tenancy, property owner, supplier or tenant — and go to its Custom Fields area.
2
Enter the values
Each field you defined for that record type shows here as the input you chose (a text box, drop-down, date picker and so on). Fill in the ones you need.
3
Save
Click Save custom fields.

Note: If you see No custom fields have been defined yet, none exist for that record type — click Define custom fields to jump to the template page and add some first.

Edit or remove a field
1
Rename or retype a field
On the Custom Fields page, change a field's Field name or Field type in place.
2
Remove a field
Click the trash icon on the field's row to delete it.
3
Save
Click Save changes.

Note: Deleting a field removes it from every record of that type, so any values already captured against it stop showing on those records.

Frequently asked questions

Which record types can have custom fields?

Five — Property Owner, Property, Tenancy, Supplier and Tenant Profile. Each has its own card on the Custom Fields page, and a field you add to one card only appears on that record type.

What field types can I choose from?

Text, Long Text, Number, Money, Date, Date & Time, Select (a drop-down) and Yes/No. Pick Text when you're unsure, as it accepts any input.

My new field isn't showing on a record — why?

Two things to check: you have to click Save changes on the template page after adding it, and the field only shows on records of the type whose card you added it to (a Property field won't appear on a tenancy).

How do I make a drop-down of set choices?

Choose the Select type and use Add option to enter each choice. It needs at least one option before it will save.

Can I show a custom field's value on a report?

Yes — click the reports icon on the field and tick Tenancy Overview.

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