Custom Fields
Custom fields let you capture industry-specific information about your equipment that isn't covered by standard fields. Whether you need to track engine hours, lift capacity, or colour options, custom fields keep all your data in one place.
When to Use Custom Fields
Custom fields are ideal for:
Technical specifications — Lift capacity, engine power, weight ratings
Compliance data — Certification numbers, inspection dates
Physical attributes — Colours, sizes, materials
Operational data — Engine hours, odometer readings
Internal references — Location codes, cost centres
Types of Custom Fields
Field Type |
Use For |
Example |
|---|---|---|
Text |
Short text values |
Model Number: "CAT 320D" |
Number |
Numeric values |
Lift Capacity: 3500 (kg) |
Dropdown |
Predefined options |
Colour: Red, Blue, Yellow |
Date |
Date values |
Last Service: 15/03/2026 |
Checkbox |
Yes/No values |
Has ROPS: Yes |
Long Text |
Detailed descriptions |
Special Instructions: "Requires..." |
Creating Custom Fields
At Company Level (Applies to All Equipment)
Go to Settings → Custom Fields
Click "Add Field"
Enter the field name
Select the field type
Configure options (for dropdowns)
Save the field
At Category Level
Create fields that only appear for equipment in specific categories:
Go to Settings → Categories
Select a category
Go to Custom Fields tab
Add fields specific to this category
💡
Tip: Use category-level fields for specifications that only apply to certain equipment types. "Lift Capacity" makes sense for forklifts but not for hand tools.
Adding Values to Equipment
Once custom fields exist, populate them on equipment:
Open the equipment item
Click Edit
Scroll to Custom Fields section
Enter values for each field
Save the equipment
Using Custom Fields
On Quotes and Invoices
Custom fields can appear on customer-facing documents:
Go to Settings → Documents
Select Quote or Invoice template
Enable "Show custom fields"
Choose which fields to display
In Search and Filters
Search equipment by custom field values:
Go to Equipment list
Click "Advanced Filters"
Select a custom field
Enter the search value
Example: Find all equipment where "Has ROPS" = Yes
In Reports
Custom fields can be included in equipment reports for analysis and compliance tracking.
Common Custom Field Examples
Construction Equipment
Operating Weight (Number) — In kilograms
Bucket Capacity (Number) — In cubic metres
Engine Hours (Number) — Current meter reading
Has ROPS/FOPS (Checkbox) — Rollover/falling object protection
Event Equipment
Colour (Dropdown) — White, Black, Natural
Size (Text) — 6m x 3m, 10m x 10m
Material (Dropdown) — Timber, Plastic, Metal
Max Guests (Number) — Seating capacity
Audio Visual
Wattage (Number) — Power output
Lumens (Number) — Projector brightness
Resolution (Dropdown) — 1080p, 4K
Connectivity (Text) — HDMI, USB-C, Wireless
Best Practices
📝 Use Clear Names
Name fields descriptively. "Weight (kg)" is better than just "Weight".
🎯 Be Consistent
Use the same units across all equipment. Don't mix kilograms and pounds.
📂 Don't Over-Create
Only create fields you'll actually use. Too many fields clutters the interface.
💰 Think About Reporting
Create fields for data you need to filter or report on. If you'll never search by it, maybe it doesn't need a dedicated field.
ℹ️
Note: Custom field changes apply immediately. Renaming a field updates it everywhere; deleting a field removes it from all equipment.
Managing Custom Fields
Editing a Field
Go to Settings → Custom Fields
Click on the field name
Update name, type, or options
Save changes
Deleting a Field
⚠️
Warning: Deleting a custom field permanently removes that data from all equipment. This action cannot be undone.
Go to Settings → Custom Fields
Click on the field
Click Delete
Confirm deletion