How to create custom fields in a CRM UK

Creating custom fields in your CRM allows you to capture information specific to your business needs that standard fields might not cover. This is especially important for UK small businesses that want to track unique data points about leads, customers, or deals.

Why this comes up / what goes wrong

Many small business owners in the UK find their CRM's default fields insufficient for their sales or customer management processes. For example, a business might want to track a customer’s preferred contact time, VAT registration number, or specific product interests. Without custom fields, this data can be lost or scattered in notes, reducing sales efficiency and follow-up accuracy. Often, businesses try to manage this data in spreadsheets or WhatsApp chats, which leads to errors and slow responses.

Step-by-step

1. Log in to your CRM account. Use an administrator or user account with permissions to modify fields.
2. Navigate to the settings or administration panel. This is usually found in the top menu under "Settings," "Admin," or "Customisation."
3. Find the section for managing fields or data structure. It might be called "Custom Fields," "Field Management," or "Data Schema."
4. Select the entity you want to add a field to. Common entities include Leads, Contacts, Deals, or Accounts.
5. Click the option to add a new custom field. This might be a button labelled "Add Field" or "New Custom Field."
6. Choose the field type. Options often include text, number, date, dropdown list, checkbox, or phone number. Choose the type that fits your data.
7. Name the field clearly. Use a descriptive name such as "VAT Number" or "Preferred Contact Time" to avoid confusion.
8. Set any validation rules or options. For example, make the field mandatory, limit the number length, or provide dropdown options.
9. Save the field and confirm it appears in the relevant forms or views. Test by creating or editing a record to ensure the field works as expected.
10. Train your team to use the new field consistently. Consistent data entry ensures your CRM remains organised and useful.

Example (fictional figures)

An accountancy practice in Birmingham wants to track a client’s VAT registration number as a custom field in their CRM.

Step 1: Log in as admin. Step 2: Go to Settings > Custom Fields. Step 3: Select the "Contacts" entity. Step 4: Click "Add Field." Step 5: Choose "Text" as the field type. Step 6: Name the field "VAT Registration Number." Step 7: Set validation to accept only 9 characters (standard UK VAT number length). Step 8: Save the field.

Now, when adding a new contact on 15/04/2024, the accountant enters:

VAT Registration Number: GB123456789

This ensures the VAT number is stored clearly and can be filtered or reported on.

Common mistakes

• Not choosing the right field type: Using a text field for dates or numbers can cause data entry errors. Prevent this by checking the data type before creating the field.
• Using unclear field names: Ambiguous names confuse users. Use precise, descriptive names.
• Skipping validation rules: Without validation, users may enter incorrect data. Always apply rules like mandatory fields or length limits.
• Not training the team: New fields are useless if the team doesn’t know to use them. Provide clear guidance.
• Overloading with too many fields: Adding unnecessary fields can clutter the CRM and slow down data entry. Add only what you need.
• Ignoring integration impacts: If your CRM connects to other tools, check that custom fields sync properly or won’t cause errors. For example, HelloGrowthCRM integrates WhatsApp and SMS messaging and a built-in dialer, so ensure your custom fields complement these workflows (WhatsApp and SMS CRM, built-in CRM dialer).

Doing this in HelloGrowthCRM

HelloGrowthCRM supports sales teams with features like a built-in dialer, WhatsApp and SMS messaging, and AI agents that draft follow-ups after calls. While creating custom fields is done in the settings, these features help your team use the CRM data effectively. For example, after calling a lead using the built-in dialer, the call outcome is logged on the lead record, and AI agents can draft follow-up messages for review and sending. This keeps all communication and data in one place, improving follow-up speed and accuracy. Learn more about HelloGrowthCRM for the United Kingdom here.

Frequently asked questions

Can I create custom fields for all types of records in a CRM? Most CRMs allow custom fields on common record types like leads, contacts, deals, and accounts. Check your CRM’s settings to see which entities support custom fields.

What types of custom fields can I add? Common types include text, number, date, dropdown lists, checkboxes, and phone numbers. Choose the type that matches the data you want to collect.

How do I ensure my team uses custom fields correctly? Provide training and clear instructions. Make important fields mandatory to enforce data entry.

Will custom fields affect CRM integrations? They can. Verify that any connected tools support your custom fields to avoid syncing issues.

Can HelloGrowthCRM help with follow-ups after adding custom fields? Yes. HelloGrowthCRM’s built-in dialer and WhatsApp/SMS features log communications on lead records, and AI agents draft follow-ups, helping your team act on the data efficiently.

Key takeaways

• Access your CRM’s settings to add custom fields tailored to your business needs.
• Choose the correct field type and set validation rules to ensure accurate data.
• Use clear, descriptive field names and train your team on their use.
• Avoid clutter by adding only necessary fields and checking integration impacts.
• HelloGrowthCRM combines customisable data with calling and messaging tools to improve sales efficiency.

Start organising your sales data better today. Start on the Free Forever plan (200 leads, no credit card) with HelloGrowthCRM.