Custom Fields

Custom Fields let you add extra data fields to events, accounts, contacts, purchase orders, and resources. If you need to capture information that isn't covered by EventWorks' standard fields, custom fields are the way to do it.

Getting There

Navigate to Settings > Other tab > Custom Fields.

Overview

The Custom Fields page shows all your defined fields in a table with the following columns:

Label — the display name shown on forms
Key — the unique identifier used in the API and templates
Type — the field type (text, select, date, etc.)
Options — available choices for select/radio/checkbox types
Parent — which entity the field belongs to (Event, Account, Contact, Purchase Order, or Resource)
Location — where on the form the field appears
Document Variable — the template variable (e.g. ${customAttribute1}) for use in document templates

Key Concepts

Field types determine how the field appears and what data it accepts:

Type	Description
Input	A single-line text field
Textarea	A multi-line text field
Date	A date picker
Datetime	A date and time picker
Select	A dropdown with predefined options (single selection)
Multi-select	A dropdown allowing multiple selections
Radio	Radio buttons for single-choice selection
Checkbox	Checkboxes for multiple-choice selection

Parent type determines which entity the field is attached to. A custom field can belong to Events, Accounts, Contacts, Purchase Orders, or Resources. Location controls where on the entity's form the field appears (e.g. on the Required tab, Additional tab, or at the bottom of the Additional tab for events). The available locations change based on the parent type. Document variables let you include custom field values in document templates. Each field is assigned a variable like ${customAttribute1} that you can insert into invoice, quote, and other document templates.

How To...

Create a Custom Field

Click Create.
Fill in the following:

- Label — the name users will see on the form (required). - Key — auto-generated from the label. This is used as the API identifier and cannot be changed after creation. - Type — select the field type (required). - Options — for select, multi-select, radio, and checkbox types, enter each option on a new line. - Parent Type — choose which entity this field belongs to (required). - Location — select where the field appears on the form. Options are loaded dynamically based on the parent type. - Show on Events Index Page — tick to display this field as a column on the main events list (only available for Event fields). - Required — tick to make this field mandatory on the form. - Read-only — tick to make the field visible but not editable on forms (it can still be updated via the API).

Click Save.

Edit a Custom Field

Click Edit next to the field.
Update any fields except the Key (which is locked after creation).
Click Save.

Note: Changing the field type or removing options may affect existing data. For example, changing a select field to a text field won't delete existing values, but users will no longer see the dropdown.

Delete a Custom Field

Click Delete next to the field.
Confirm the deletion.

Warning: Deleting a custom field removes the field definition and its values from all records. This action cannot be undone.

Use Custom Fields in Document Templates

Each custom field has a document variable shown in the list (e.g. ${customAttribute1}). To include a custom field value in a document template:

Note the variable from the Custom Fields list.
Open the relevant document template.
Insert the variable where you want the value to appear.

When a document is generated, the variable is replaced with the actual value from the record.

For a full list of the standard variables available in Word and WYSIWYG documents, see Generating Event Documents.

Tips & Best Practices

Tip: Plan your custom fields carefully before creating them, since the Key cannot be changed after creation. Choose clear, descriptive labels.

Tip: Use the Required option for fields that must be filled in every time. This ensures consistent data capture across your team.

Tip: The Read-only option is useful for fields that should be set automatically via the API or integrations, but shouldn't be edited manually by users.

Frequently Asked Questions

Q: Can I reorder custom fields on the form?

Custom fields appear in the order they were created within each location group. You can control where a field appears by selecting a different Location value.

Q: What happens to existing data if I change a field's options?

Existing values are preserved even if you remove an option. However, users editing those records will see the old value and may need to select a new one.

Q: Can I use custom fields in reports?

Custom field values can be included in document templates via variables. For reporting, custom fields on events can be displayed on the events list using the "Show on Events Index Page" option.

Q: How many custom fields can I create?

There's no hard limit. Create as many as you need.