Custom Fields - Tailor Client Data

Tailor ClientFlow to your business. Every business is unique. Custom fields hold industry-specific data beyond the default client profile fields.

Introduction

Track details that matter to your business, such as health information or equipment preferences. Custom fields are part of the Starter plan and above, and are not included on Free. There is no limit on how many fields you can have.

Field Types

Type	Use Case	Example
Text	Short answers	Preferred pronouns, nickname
Number	Quantities	Weight, age, session count
Dropdown	Limited choices	Fitness level (beginner/intermediate/advanced)
Checkbox	Yes/No	Has gym membership, vegetarian
Date	Dates	Program start date, last physical
Email	Additional emails	Spouse email, work email
Phone	Additional phones	Emergency contact number

Creating Custom Fields

Add your own fields under Settings → Custom Fields. Everyone on the team can see the fields, but only the business owner or an admin can add, change or delete them.

1. Click Add field
2. Enter a Field name, such as "Fitness Goal". This is the label shown on the client form and in the client's profile
3. Choose the Type. For a Dropdown, enter the options, one per line
4. Tick Required if every client needs an answer
5. Click Add field to save it

Later you can rename a field, change whether it is required and, for a Dropdown, edit its options. The type cannot be changed once the field exists. Deleting a field takes it off the client form and the client's profile; it does not erase the answers already saved on your clients' records.

Fields are also set up for you when you choose your profession during account setup. ClientFlow adds the fields that profession usually needs (for example, a health profession starts with health-profile fields) on a plan that includes custom fields. If you are on Free when you pick, your choice is kept and the fields are added once you move to a plan that includes them.

Using Custom Fields on a Client

1. Create or edit a client: the client form has a Custom Fields step with your fields
2. Fill in the values. Fields marked required must be filled before the client can be saved.
3. The values then appear in the client's profile, in the Details panel on the Overview tab

Intake Forms and Client Fields

Intake form answers can fill the built-in client fields. The field editor's Map to Customer Field list offers the built-in fields; some profession templates also map answers to custom fields:

1. Intake forms in the sidebar → open a form and select a field
2. Set "Map to Customer Field" to a built-in field such as name, email, phone, birth date, address, group, tags or notes
3. Save the form

When a client submits the form, the mapped answers are saved to their profile.

Field Availability by Tier

Tier	Custom Fields
Free	Not included
Starter	Included, no limit on the number of fields
PRO	Included, no limit on the number of fields
Team	Included, no limit on the number of fields

Next Steps

Use custom fields to:

• Capture industry-specific data - Beyond the standard client profile
• Keep it consistent - Dropdowns and checkboxes keep answers uniform

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Read time: ~8 minutes | Difficulty: Advanced