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Custom fields let you store any data point that matters to your business directly on contact records. Whether you need to track a client’s shirt size, membership tier, preferred language, intake date, or any other business-specific attribute, custom fields extend the standard contact record to fit your workflow. Custom field values appear in the Additional Info tab of every contact record, are available for use in smart list filters, workflow conditions, and email/SMS personalisation tags.

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Types of custom fields

The HoopAI Platform supports the following custom field types for contacts:

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Creating a custom field

1

Open Custom Fields settings

Navigate to Settings > Custom Fields. The Custom Fields page lists all existing fields organized by object type.
2

Select the Contacts object

Make sure the Contacts tab is selected so the new field is applied to contact records.
3

Add a new field

Click + Add Field to open the field creation panel.
4

Configure the field

Fill in the following:
  • Field label — the name displayed on the contact record and in forms
  • Field key — a unique identifier used in automations and API calls (auto-generated from the label, but can be customised)
  • Field type — select from the list above
  • Placeholder text (optional) — hint text shown inside the field before a value is entered
  • Options (for single/multiple option and dropdown types) — enter each selectable value on a new line
5

Save the field

Click Save. The field is immediately available on all contact records under the Additional Info tab.
Custom field creation panel

Creating a new custom field in Settings

Use descriptive field labels that are clear to every team member — for example, “Intake date” rather than “Date1” or “Preferred contact method” rather than “Method.”

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Organising custom fields into groups

Group related custom fields together to keep the Additional Info tab clean and navigable.
1

Create a group

On the Custom Fields settings page, click + Add Group. Enter a name for the group (e.g., “Membership details” or “Intake information”).
2

Assign fields to the group

Drag existing fields into the group, or set the group when creating a new field using the Group dropdown in the creation panel.
3

Reorder groups and fields

Drag group headers and individual fields to reorder them. The order in Settings determines the display order on the contact record.
Custom fields organised into field groups

Organising custom fields into groups

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Viewing and editing custom field values on a contact

1

Open the contact record

Navigate to Contacts > Smart Lists and click a contact’s name.
2

Open the Additional Info tab

Click the Additional Info tab in the left panel. All custom fields are displayed here, grouped if you have created field groups.
3

Enter or update a value

Click any custom field to edit its value. Changes are saved automatically when you click outside the field or press Enter.
Custom fields on a contact record Additional Info tab

Viewing and editing custom field values on a contact record

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Using custom fields in smart lists

Custom field values are available as filter conditions in Smart Lists.
  1. Open Contacts > Smart Lists and click Advanced Filters
  2. Select Custom Fields from the field category list
  3. Choose the specific custom field
  4. Select a condition (equals, contains, is empty, greater than, etc.)
  5. Enter the value to filter by
  6. Click Apply
This lets you create segments like “All contacts with Membership Tier = Gold” or “All contacts whose Intake Date is in the last 30 days.”

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Using custom fields in emails and SMS

Reference custom field values in message templates using personalisation tags:
  • In the message editor, click Custom Values or the personalisation tag icon
  • Locate your field under Contact > Custom Fields
  • Insert the tag, which appears as {{contact.custom_field_key}}
If the field has no value for a particular contact, the tag renders as blank (or the fallback value you configure).

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Editing and deleting custom fields

To rename or modify a field, click the pencil icon next to it on the Custom Fields settings page.
Deleting a custom field permanently removes the field and all values stored in it across every contact record. This cannot be undone. Archive or rename fields instead of deleting them if there is any chance you will need the data later.

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Date of birth / birthday field

Create a Date Picker custom field named “Date of Birth” or “Birthday” to store contact birthdays. Once populated, you can:
  • Filter by birthday in Smart Lists — find contacts with upcoming birthdays using relative date filters (e.g., “Birthday is in the next 7 days”)
  • Trigger birthday workflows — use the Date/Event workflow trigger set to the birthday custom field to automatically send birthday greetings, special offers, or discount codes
  • Personalize messages — include the birthday date in email templates using the merge tag
Set up an annual birthday automation: trigger on the Date of Birth field each year, send a personalized email with a coupon code, and tag the contact as “Birthday - [Year]” for tracking.

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Adding files to contacts via file upload custom field

The File Upload custom field type lets you attach documents, images, and files directly to a contact record:
  1. Create a custom field with type File Upload in Settings > Custom Fields
  2. The field appears in the contact record under the Additional Info tab
  3. Click the field to upload a file — supported types include PDF, Word, Excel, images, and more (up to 250 MB per file)
  4. Uploaded files are stored in the contact record and also appear in the Documents tab under the Custom Fields folder
Use file upload fields for intake documents, signed contracts, ID verification, insurance cards, or any file you need associated with a specific contact. Files uploaded via custom fields on forms and surveys are automatically stored on the contact record when the form is submitted.

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Frequently asked questions

There is no strict limit on the number of custom fields. However, keeping the list focused and well-organised improves usability and system performance.
Yes. When building a form or survey, select any contact custom field as the destination for a form element. Submitted values are written directly to the contact record.
Default values are not set at the field level. You can use a workflow action to pre-populate a custom field when a contact is created or reaches a certain stage.
Yes. During the import wizard field-mapping step, map any CSV column to a custom field. The field must already exist in Settings before importing.
Last modified on March 6, 2026