How to Create Custom Fields in a CRM for Your NZ Business

Custom fields in a CRM let you capture information specific to your business needs beyond standard data like name and phone number. This is especially useful for small and mid-sized businesses in New Zealand that want to track details unique to their sales process or customer relationships.

Why this comes up / what goes wrong

Many NZ small-business owners find their CRM lacks fields that fit their industry or sales workflow. Without custom fields, important details can be lost or scattered in notes, making follow-up and reporting difficult. For example, a real-estate agency might want to track property types or preferred contact times, while a trades business may want to log equipment serial numbers or warranty expiry dates.

Without these fields, teams may rely on spreadsheets or text messages, leading to slow follow-up and lost leads. Creating custom fields ensures all relevant data is structured, searchable, and linked to each lead or customer.

Step-by-step

1. Log in to your CRM and go to Settings or Administration: This area controls the CRM’s configuration.
2. Find the Custom Fields or Data Management section: It may be under Lead Settings, Contact Settings, or similar.
3. Click to Add New Field: Look for a button or link labelled Add Custom Field or New Field.
4. Choose the Field Type: Common types include Text, Number, Date, Dropdown (picklist), Checkbox, or Phone Number. Choose the type that fits the data you want to capture.
5. Name the Field: Use a clear, descriptive name, e.g., “Preferred Contact Time” or “Property Type.”
6. Set Field Options if applicable: For dropdowns, enter the list of options; for numbers, set limits if available.
7. Save the Field: Confirm and save to add it to your CRM.
8. Assign the Field to Relevant Records: Decide if the field applies to leads, contacts, deals, or other entities.
9. Test the Field: Create or edit a record to check the new field appears and accepts data as expected.

Check that the custom field is included in forms your team uses and in reports if needed.

Example (fictional figures)

Auckland-based real-estate agency “Kiwi Homes” wants to track "Preferred Contact Time" as a dropdown with options Morning, Afternoon, Evening.

Step 1: Log in to CRM settings.

Step 2: Navigate to Custom Fields under Lead Settings.

Step 3: Click Add New Field.

Step 4: Select Dropdown as the field type.

Step 5: Name the field “Preferred Contact Time.”

Step 6: Enter options: Morning, Afternoon, Evening.

Step 7: Save the field.

Step 8: Assign it to lead records.

Step 9: Test by adding a new lead “John Smith” and selecting “Afternoon.”

This allows telecallers to filter leads by contact time, improving call success.

Common mistakes

• Choosing the wrong field type: Prevent by reviewing what data you want to capture (e.g., don’t use text if you need dates).
• Creating too many fields: Prevent by focusing on fields that add value and are used regularly.
• Not training the team on new fields: Prevent by informing and showing examples of how and when to use them.
• Ignoring field placement in forms: Prevent by checking that custom fields appear in data entry screens.
• Not updating reports or filters: Prevent by including new fields in your CRM reports and views.

Using features like the built-in CRM dialer helps your team act on the data captured in custom fields, logging call outcomes directly to leads. Messaging workflows with WhatsApp and SMS also use lead data to personalise follow-ups.

Doing this in HelloGrowthCRM

HelloGrowthCRM allows you to add custom fields to lead and contact records to capture business-specific data. Its built-in dialer lets telecallers work through a lead list and logs call outcomes directly on the lead. WhatsApp conversations and SMS messages are logged on lead records, enabling smooth follow-ups. AI agents in HelloGrowthCRM can draft follow-up messages after calls, so your reps only review and send, saving time and keeping data consistent.

Frequently asked questions

Can I create custom fields for different types of records? Yes, most CRMs, including HelloGrowthCRM, let you create custom fields for leads, contacts, deals, or other record types separately to capture relevant data for each.

What field types should I use for dates or numbers? Use the Date field type for dates to ensure proper sorting and filtering. For numerical data like quantities or prices, use Number fields to enable calculations and validations.

How do custom fields affect reporting? Custom fields become part of your CRM’s data structure, so you can include them in reports and filters to analyse sales trends or customer preferences.

Can I edit or delete custom fields later? Yes, you can usually edit or delete custom fields, but be cautious as deleting fields may remove stored data. Always back up data if needed.

How do I ensure my team uses the new custom fields? Train your team on the purpose and use of each custom field. Incorporate them into your sales process and monitor usage to ensure adoption.

Key takeaways

• Custom fields capture business-specific data not covered by standard CRM fields.
• Creating custom fields involves selecting the type, naming, and assigning them to records.
• Test new fields to ensure they appear in forms and reports.
• Avoid overloading your CRM with unnecessary fields.
• HelloGrowthCRM supports custom fields with integrated calling, messaging, and AI follow-ups.

Start organising your sales data better by creating custom fields today. To try HelloGrowthCRM’s features including custom fields, built-in dialer, WhatsApp and SMS messaging, and AI agents, start on the Free Forever plan (200 leads, no credit card).