If you’re a B2B business trying to get more out of your CRM, you’ve probably hit a wall: the default fields in most CRMs just don’t cut it. Whether you’re tracking contract terms, preferred tech stacks, or weird-but-essential client quirks, you need fields that fit your business—not someone else’s. That’s where Insightly custom fields come in.
This is a practical guide for admins, operations folks, and anyone tired of copy-pasting info into “Notes.” You’ll learn how to set up custom fields in Insightly, what’s worth capturing (and what isn’t), and how to keep things simple enough that people actually use what you build.
Why Custom Fields Matter (and Where They Go Wrong)
Custom fields are exactly what they sound like: fields you add to Insightly to capture data unique to your business. Think “Renewal Date,” “Account Tier,” or “Favorite Conference Snack.” They’re the difference between a CRM that works for you and one you work around.
But here’s the catch: it’s ridiculously easy to go overboard. Most teams start by adding a handful of fields, then suddenly there are 50, and nobody remembers what half of them are for. If you want a CRM that’s actually useful, not just a digital junk drawer, you need a plan.
Step 1: Decide What Data Actually Matters
Before you start clicking around in Insightly, take ten minutes and write down the information you really need to track for each client. Focus on what you’ll use to:
- Segment clients (by industry, size, contract type, etc.)
- Trigger processes (renewals, check-ins, upsell opportunities)
- Report results (like tracking who’s using which product features)
Pro tip: If you can’t think of a specific use for a piece of data, don’t make a field for it. “Nice to know” is not a good enough reason.
Examples of Useful B2B Custom Fields
- Contract renewal date
- Support tier
- Number of active users/seats
- Primary technology stack
- Decision-maker name/role
- Custom onboarding status
What to Avoid
- Fields nobody fills out (or understands)
- Data that’s already tracked elsewhere (don’t duplicate info)
- “Catch-all” text fields that end up full of random notes
Step 2: Plan Your Field Types
Insightly gives you a few field types: text, number, date, picklist (dropdown), checkbox, and a couple more. Choosing the right one makes a big difference.
- Picklists: Great for anything with consistent options (e.g., “Customer Type”: VAR, MSP, Direct).
- Checkboxes: Simple yes/no answers—don’t overthink these.
- Date fields: For anything time-based—renewals, onboarding, contract end.
- Text fields: For open-ended info, but keep these short and use sparingly.
Don’t use text fields for stuff that should be standardized. If you want to report on “Industry,” use a picklist, not a text box.
Step 3: Add Custom Fields in Insightly
Here’s how to actually create a custom field in Insightly:
- Go to System Settings
- Click the profile icon (top right), then “System Settings.”
- Choose the Record Type
- Decide if your field belongs on Organizations, Contacts, Opportunities, or Projects.
- Click “Add Custom Field”
- Look for the “Custom Fields” section, then hit “Add Custom Field.”
- Set Field Details
- Name it clearly (e.g., “Renewal Date,” not “Date1”).
- Select the right field type.
- Add a helpful description if it’s not obvious.
- Save and Organize
- Arrange fields in a logical order. Put the most important ones at the top.
- Group related fields together using sections if you’re adding several.
Pro tip: Test your field by creating or editing a record. Make sure it shows up where you expect and is easy to use.
Step 4: Make Fields Required (But Not Too Many)
Insightly lets you make custom fields required, so users can’t save a record without filling them in. This is tempting, but only make absolutely critical fields required—otherwise, people will start using workarounds (“asdf,” anyone?).
Use required fields for things like:
- Primary contact name
- Contract start date
- Key segmentation fields
Leave the rest optional. If it’s not business-critical, trust your users’ judgment.
Step 5: Train Your Team (and Get Feedback)
Even the best custom fields are useless if nobody fills them out. Hold a quick team demo—show what’s new, why it matters, and how it helps them (not just you).
- Walk through entering data in the new fields.
- Explain what each field is for—don’t assume it’s obvious.
- Ask for feedback after a week or two. Is anything missing? Is there a field nobody’s using?
Honest take: If you skip this step, your custom fields will be ignored, misused, or filled with junk data. People need to know why you want the info.
Step 6: Use Your Data (Don’t Just Collect It)
Custom fields are only as valuable as the reports and workflows they power. Once you’re capturing unique B2B client data, put it to work:
- Segment your client list for marketing or support follow-ups.
- Trigger automated reminders for contract renewals.
- Filter opportunities or organizations by custom fields to find upsell prospects.
- Build dashboards that actually answer your team’s questions.
If you’re not using the info, kill the field. It’s just clutter.
What Works (and What Doesn’t)
What Works
- A small set of high-value fields: Less is more. Five useful fields beat 20 ignored ones.
- Picklists for consistent data: Makes reporting and automation way easier.
- Regular audits: Every few months, delete or hide unused fields.
What Doesn’t
- Giant text fields: They turn into a second “Notes” section—impossible to report on.
- Fields you never look at: If nobody cares, drop them.
- Making everything required: Leads to junk data and annoyed users.
Common Mistakes to Avoid
- Building fields just because “someone might need it someday.” Only add fields you’ll actually use.
- Not documenting what the field is for. Add descriptions, especially if the meaning isn’t 100% obvious.
- Forgetting about integrations. If you sync Insightly with other tools, make sure your custom fields line up.
Keep It Simple—And Keep Iterating
You don’t need to build the perfect CRM setup on day one. Start with the basics, see how your team uses the fields, and tweak as you go. Custom fields in Insightly can make your B2B data way more useful, but only if you keep things lean and actually use what you build.
When in doubt, ask yourself: “Will we actually use this info?” If the answer’s no, skip it. And if you find a field’s just gathering dust, don’t be afraid to delete it. Your future self will thank you.