If you’re using Close CRM, you already know the basics: it’s built for sales teams who want to move fast and keep things simple. But what if your workflow doesn’t fit neatly into their default fields? That’s where custom fields come in. Setting them up isn’t rocket science, but there are a few gotchas and a lot of ways to waste time if you’re not careful.
This guide is for anyone who wants Close CRM (here’s the link if you need it) to actually reflect how you work—without making a mess you’ll regret later.
Why Custom Fields Matter (and When to Use Them)
Before you dive in, ask yourself: do you really need a custom field? The built-in fields cover most standard sales info. But if you find yourself cramming important details into the “Notes” section, or your team keeps asking, “Where do I put this info?”, it’s time.
Custom fields let you track the stuff that matters to your process—like contract renewal dates, lead source details, or quirky things like “favorite coffee order.” Just remember: the more fields you add, the more cluttered your CRM gets. Only add fields you’ll actually use.
Good reasons to add a custom field: - You need to filter, sort, or segment leads/contacts in a way the defaults don’t allow. - You want to automate workflows based on unique data points. - You’re tracking info that’s key to your business (not just “nice to have”).
What to skip: - Fields nobody will fill out (or remember to use). - Things that belong in notes or email threads, not the CRM. - Data you could capture with existing fields if you just tweak your process a little.
Step 1: Decide What (and Where) You Need Custom Fields
Before you click anything, map out what you need. Custom fields in Close can be added to Leads, Contacts, or Opportunities. Pick the wrong one, and you’ll be annoyed later.
- Lead fields: Good for info tied to the whole company or organization (e.g., “Industry,” “Account Tier”).
- Contact fields: For stuff about individual people (e.g., “Birthday,” “Role at Company”).
- Opportunity fields: For specific deals or sales cycles (e.g., “Estimated Close Date,” “Deal Type”).
Pro tip: Don’t try to force one field to do too many things. If it’s overloaded, split it up.
Step 2: Plan Your Field Types
Not all custom fields are created equal. Close gives you several options, and picking the right one saves headaches later.
- Text: For short answers (company codes, nicknames).
- Textarea: For longer stuff (notes, descriptions).
- Number: Actual numbers only—great for quantities, scores, budgets.
- Date: For anything with a specific day (renewals, contract starts).
- Checkbox: True/false info (yes/no, is this a priority?).
- Dropdown: Fixed list of options (territory, product line, status).
What works: Dropdowns are your friend if you want consistency. Free-text fields sound flexible, but you’ll end up with messy data—avoid unless you really need them.
What to ignore: Don’t create a field “just in case.” If you’re unsure, hold off. You can add it later.
Step 3: Head to the Custom Fields Settings
- Log into Close.
- Click your initials (or avatar) in the bottom left corner to open the settings menu.
- Select “Custom Fields” from the sidebar under the “Customize” section.
You’ll see lists for Leads, Contacts, and Opportunities. If you get lost, use the search bar at the top of settings.
Step 4: Add a New Custom Field
Here’s how:
- Choose the right object type (Lead, Contact, or Opportunity).
- Click “Add Custom Field.”
- Give your field a clear, simple name. (Don’t call it “Info 1”—future you will hate that.)
- Pick the field type you decided in Step 2.
- (If Dropdown) Add your options. Keep them short and mutually exclusive.
- (Optional) Add a description. This helps your team know when to use it.
- Decide if the field is required. Be careful here—required fields slow things down if you’re not 100% sure everyone always has that info.
- Click “Save.”
Honest take: Over-explaining in descriptions is better than leaving people guessing. If the field’s purpose isn’t obvious, spell it out.
Step 5: Organize and Order Your Fields
By default, new fields go to the bottom of the list. You can drag and drop to reorder them. Keep your most-used fields at the top, so people don’t have to scroll forever.
Pro tip: If you’re adding several fields, take an extra minute to group them logically (e.g., all contract-related fields together). It makes onboarding new teammates way easier.
Step 6: Test the Field (Before Telling Everyone)
Don’t announce your new custom field to the team until you’ve tried it yourself.
- Go to a Lead, Contact, or Opportunity.
- Try entering and saving info in the new field.
- See how it looks in list views and filters.
Things to check: - Is the field visible where it needs to be? - Does it work with filters and Smart Views the way you expect? - Is there any confusion about what should go in it?
Fix any issues before rolling it out. You’ll save yourself a lot of “What am I supposed to put here?” emails.
Step 7: Roll It Out to Your Team (and Get Buy-in)
Once it’s working, let your team know:
- What the new field is for.
- When and how to use it.
- Any changes to processes or reports.
Don’t expect perfection overnight. If people aren’t using it, ask why. Is it not useful? Too hard to find? Maybe it shouldn’t exist at all.
What works: Short Loom or screenshot walkthroughs are better than long emails. Show, don’t tell.
Step 8: Review and Clean Up Regularly
Custom fields are easy to add but a pain to clean up later. Every few months, review what’s actually being used.
- If a field isn’t filled out consistently, ask why. Maybe it’s redundant, confusing, or just not important.
- Delete or hide fields that don’t serve a purpose.
- Merge similar fields if people are entering the same info in different places.
Pro tip: Less is more. Every extra field is another box someone has to fill out (or ignore).
What About Reporting and Automation?
Custom fields can power reports and automations in Close, but only if your data is good.
- Use custom fields as filters in Smart Views.
- Trigger email sequences or tasks based on custom field values.
- Export custom field data for further analysis.
What works: Simple fields are easier to report on. Dropdowns and checkboxes make reliable filters; free-text fields, not so much.
What doesn’t: Don’t expect magic from automations if your team isn’t consistently filling in the fields. Garbage in, garbage out.
Common Mistakes (and How to Avoid Them)
- Too many fields: Every custom field slows things down. Only add what you’ll use.
- Vague names: “Custom Info” means nothing. Be specific.
- Wrong field type: Using text when a dropdown is better leads to inconsistent data.
- No training: If you don’t explain new fields, people will ignore or misuse them.
- Never cleaning up: Outdated fields pile up and make the CRM clunky.
Quick Example: Adding a “Renewal Date” Field to Leads
Let’s say your team needs to track when each customer’s contract renews.
- Go to Settings → Custom Fields → Leads.
- Click “Add Custom Field.”
- Name: “Renewal Date”
- Type: Date
- Description: “The date this customer’s contract renews each year.”
- Save.
- Test it on a few Leads to make sure it works and shows up in filters.
Done. Now you can filter for upcoming renewals, run reports, or trigger reminders.
Keep It Simple and Iterate
Custom fields are powerful, but more isn’t better—better is better. Start with what you know you’ll use, test it out, and don’t be afraid to delete what doesn’t work. Your future self (and your team) will thank you.
If you’re not sure whether to add a new field, just ask: Will this make our lives easier, or is it just more busywork? If it’s the latter, skip it. Iterate as your process changes, and keep your CRM clean. That’s how you actually get value out of Close.