Custom fields
Add clinic-specific fields such as treatment interest, arrival date or X-rays to patient records and opportunities.
4 min read
The standard patient record holds the basics: name, phone, email and country. A medical-tourism clinic needs to know much more: which treatment are they interested in, how many implants do they need, when are they arriving, have they sent their X-ray? Custom Fields let you store this information in a tidy, filterable way.
Before you start
- You need the Admin role to create custom fields.
- List the fields you need first. For a ready-made list, see Recommended custom fields.
- Contact or Opportunity? Decide up front which record the field belongs to — it can't be changed later.
| Object | When? | Example |
|---|---|---|
| Contact (patient) | The information belongs to the patient and rarely changes. | Preferred language, date of birth, X-ray file, treatments of interest |
| Opportunity | The information belongs to a specific treatment offer; one patient can have several. | Package offered, deposit amount, procedure date |
Open the field creation screen
- Open Settings → Custom Fields.
- Use the switch at the top to choose the object the field belongs to: Contact or Opportunity.
- Click Create Field in the top-right corner. (Depending on the interface version, the button may read Add Field.)
Choose the field type
- Pick a field type from the list (see the table below).
- Click Next.
| Field type | Use it for | Medical-tourism example |
|---|---|---|
| Single Line | Short single-line text | Passport number, flight number |
| Multi Line | Longer text, notes | Patient's complaint, doctor's pre-assessment |
| Text Box List | Several short text boxes | Names of companions |
| Number | Numbers | Implants needed, graft count, BMI |
| Phone | A phone number | Companion's phone |
| Monetary | An amount of money | Quoted price, deposit received |
| Single Option (dropdown, one choice) | One of a fixed set of options | Preferred language: DE / EN / FR / AR |
| Multiple Options (dropdown, several choices) | Several of a fixed set of options | Treatments of interest: implants, veneers, hair transplant |
| Radio Select | Options shown on screen, one chosen | Previous treatment: Yes / No |
| Checkbox | Tickable options | Documents received: X-ray, photos, blood test |
| Date Picker | A date | Arrival date, procedure date, departure date |
| File Upload | A file | Panoramic X-ray, front/side photos |
| Signature | A signature | Consent form signature |
Tip
For anything you want to filter or report on, use Single Option, Multiple Options or Radio Select instead of free text. Three spellings — "implant", "Implant", "implants" — will break your lists.
Enter the field details
- Type a short name your team will understand in Field Name (e.g. "Treatment Interest"). Check that the object is correct.
- Choose the folder the field appears in from Folder. Folders group fields on the patient record — "Medical Info", "Travel", "Patient Profile" and so on.
- If you're creating an option field, add the options one by one under Options.
- The Key (unique key) is generated automatically, e.g.
contact.treatment_interest. You use it in message templates as{{contact.treatment_interest}}; when the message is sent it's replaced with the patient's value. - Check the Live preview on the left, then click Save.
The field now appears on the patient record under the folder you chose. It can be used as a filter in smart lists and as a mapping column when importing contacts.
Folders
To create a folder, switch to the Folders tab and use Create Folder. A suggested structure:
- Patient Profile: language, country, city, date of birth
- Medical Info: treatment interest, implant/graft count, X-ray, medical history
- Travel: arrival/departure date, flight, hotel, transfer
- Financial: quote, deposit, payment method
Edit and delete fields
- Edit: click the field in the list; you can change its name, folder and options. The field type and object can't be changed afterwards.
- Remove an option: if you remove an option, patients who had it may show an empty value. Move those patients to the new option first.
- Delete: delete a field from the menu on its row. The field's data is deleted for every patient too, and this can't be undone.
Heads up
If a field's key is used in message templates or forms, deleting the field leaves those templates showing blank values. Check your templates before deleting (Templates and snippets).
Example: a German-speaking implant patient
Jonas Weber applied for implants through a Facebook form. After the first call, the coordinator fills in his record:
- Preferred Language: DE
- Treatment Interest: Dental Implants
- Number of Implants: 6
- X-ray / Panoramic: the panoramic X-ray file
- Arrival Date: 14 Nov 2026
A week later you can pull "German-speaking implant patients arriving in November" with a single filter and send the doctor all their X-rays at once.
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