Custom Client fields let you add extra information to every client record in Rithm—details that the standard fields (name, account, phone, address, notes, and so on) do not already cover. Once you create a field, it appears on all of your clients so you can fill in the value that belongs to each person.
Use this page to learn what Custom Client fields are, where they appear in the web app, and how to create, fill in, rename, delete, search, import, and bulk-update them.
What is it?
Every client in Rithm already has a set of built-in fields: name, account (organization), specialty, type, stage, importance, notes, contact details, visit preferences, and more. Those fields work well for most sales work. Your territory, though, often needs a few extra facts that are unique to your industry or your process.
Custom Client fields are extra text fields that you define. You choose the field name. Then, on each client, you type the value that applies to that client.
Typical examples:
- Territory or Region — which area this client belongs to
- Decision maker — who actually signs or influences the order
- Preferred day — the day they usually take visits
- Contract end — when a current agreement expires
- Referral source — how you found them
- Npi number, License, or another ID your company tracks
- Buying group or Parent account
Rithm’s own description of the feature is: add Custom Fields to track the unique business details, industry insights, and background information that standard fields miss. They help tailor your client records to fit your sales process.
A few important facts about how they work:
- A custom field is a name plus a value. The name is the same for every client (for example, “Territory”). The value can be different on each client (for example, “North” on one client and “West” on another).
- After you create a field, it shows on every client record, even if that client does not have a value yet. Empty values display as —.
- Values are free-form text. There is no drop-down list of allowed answers. Type whatever you need, up to 255 characters.
- Field names are listed in alphabetical order.
- Rithm standardizes the field name when you save it: the first letter is capitalized and the rest of the name is lowercase. For example, “territory” becomes “Territory”, and “NPI Number” becomes “Npi number”.
- Specialty already has its own place on the client card. Do not create a second custom field named Specialty.
- Creating, renaming, or deleting a field requires permission to edit clients. If you cannot edit clients, you will not be able to manage custom fields.
Where to find it in the UI
Custom Client fields show up in several places in the web app. The two you will use most often are the client record (to fill in values) and the Custom Fields page (to add, rename, or delete the fields themselves).
Changing a Custom Field value in a client record
- Open Clients from the main menu (this may be labeled Accounts if your company uses that wording).
- Select a client to open the client detail page.
- In the client information area, look below Specialty, Importance, Stage, and Type. Each custom field appears there as its own labeled row, with the value beside it (or — if it is empty). Notes sits after the custom fields.
Managing Custom Field Names (add, rename, or delete fields)
This is the page titled Custom Fields. It lists every custom field name you have created, with an Edit button on each row and a +Add new button at the bottom.
You can open it in any of these ways:
- From a client record: More (the … three-dot button) → Manage custom fields
- From Settings: open Settings in the main menu → in the Maintenance section, choose the Custom fields button
If you have not created any fields yet, the list shows (There are no custom fields) until you add one.
Other places you’ll see Custom Fields
When you add a client on the web, any custom fields you have already created appear on the new-client form so you can fill them in at the same time as name, address, and the other standard fields.
Bulk editor
Open Settings → Maintenance → Bulk edit clients.
In the bulk editor, each custom field appears in two places:
- For these — options such as “Territory contains”, so you can find clients whose custom field matches a search
- Do this — options such as “Change Territory to”, so you can set the same value on many clients at once
When you expand a client in the bulk editor results, that client’s custom field values are listed with the rest of the details.
Auto-Scheduler
Open Auto-Scheduler from the main menu. Under Create schedule only for these clients, each custom field appears as a “{Field name} contains” choice. You can limit a proposed schedule to clients whose custom field contains a word or phrase you type (for example, only clients whose Territory contains “North”).
Import and Export
In Settings → Import/Export:
- Import client wizard — when you map spreadsheet columns to Rithm fields, you can map a column to Custom Field. Rithm uses the spreadsheet column header as the custom field name and the cell as the value.
- Export clients — exported files include your custom fields as their own columns so the extra details leave Rithm with the rest of the client data.
How to use it
Create a custom field
- Open the Custom Fields page (from a client’s More menu → Manage custom fields, or from Settings → Maintenance → Custom fields).
- Choose +Add new.
- The page title becomes Add custom field. Type a short, clear field name (for example, Territory).
- Choose Save.
- You should see a confirmation such as “Custom field was saved: Territory”, and the new name appears in the list.
If you leave the name blank and save, Rithm does not create a field. The message explains that no changes were made, and that to remove a field you use Edit then Delete.
If the name you typed is the same as the existing name, Rithm reports that no changes were made.
After you add a field, open any client. The new label is there, with — until you enter a value.
Enter or change a value on one client
- Open the client.
- Click the custom field’s value (or the — placeholder). An edit box appears, with Save and Cancel.
- Type the value. You can clear the box to remove the value.
- Choose Save. A success message confirms the update. Choose Cancel if you do not want to keep the change.
If you are viewing another salesperson’s clients rather than your own, Rithm will not let you edit. You will be asked whether you want to return to your own clients.
When several people share the same location (for example, you used Add another Client at this Location), a custom field value you save on one of those clients is copied to the other clients at that same location. That keeps shared facts in sync.
Fill in custom fields while adding a client
Start a new client as you normally would. If custom fields already exist, they appear on the new-client form. Type a value for any that you know; you can leave the rest blank and fill them in later from the client record.
If you realize you need a new field name before you save the client, use Manage custom fields or the Setup button, add the field, then return and complete the client.
Rename a custom field
Renaming changes the label everywhere it is used, and keeps each client’s existing value under the new name.
- Open the Custom Fields page.
- On the row for that field, choose Edit. The page title becomes Edit custom field.
- Change the name.
- Choose Save.
- Choose Cancel (or Back from the list) if you decide not to rename it.
Use rename when the idea is the same and you only want a clearer label (for example, “Region” to “Territory”). Do not rename a field if you actually want a different piece of information; add a new field instead so you do not overwrite the old meaning.
Delete a custom field
Deleting removes the field name and every client’s value for that field. This cannot be undone from the Custom Fields page.
- Open the Custom Fields page.
- Choose Edit on the field you want to remove.
- Choose Delete.
- Confirm when Rithm asks: “Deleting a custom field name will also delete all the data in this field. OK?”
If you only need to clear one client’s value, edit that client and save a blank value instead of deleting the field for everyone.
Show custom fields in the Clients list
- Open Clients.
- Open Columns to view.
- Check each custom field you want as a column. Names are marked (Custom field).
- Choose Update.
This is helpful when you scan a list by territory, buying group, or another extra detail. You can turn those columns off again the same way.
Update many clients at once (bulk editor)
Use this when the same custom field should change for a group of clients (for example, everyone in a city should get Territory = North).
- Go to Settings → Maintenance → Bulk edit clients.
- Under For these, choose the custom field “contains” option (for example, “City contains” or “Territory contains”) and type what you are matching. You can also combine this with other filters such as stage or type.
- Under Do this, choose Change {field name} to and type the new value.
- Review the matching clients, then run the update.
Matching for custom fields is a contains search: it is not case-sensitive, and a partial word can match. Double-check the list before you apply a change to a large group.
Limit an Auto-Scheduler run by a custom field
- Open Auto-Scheduler.
- Under Create schedule only for these clients, choose the “{Field name} contains” option.
- In Search for this, type the text to match.
- Build the schedule as usual. Only clients whose custom field contains that text are included (along with any other filters you set, such as importance range or stage).
Bring custom fields in from a spreadsheet
- Go to Settings → Import/Export → Import client wizard.
- Upload your spreadsheet and continue to field mapping.
- For each extra column that is not a built-in Rithm field, map it to Custom Field.
- Check the sample client on the mapping screen so the extra columns land in the right place.
- Finish the import. Rithm creates or updates the custom field names from those column headers and stores each row’s cell as that client’s value.
Name spreadsheet columns clearly before you import. Those headers become the field names (with Rithm’s capitalization rule applied). Map name, address, phone, and other standard columns to the matching Rithm fields rather than to Custom Field, so you do not duplicate information that already has a home.
Export custom fields
Use Settings → Import/Export → Export clients. The download includes a column for each custom field, which is useful for a backup, a report, or a round-trip edit in a spreadsheet followed by another import.
Tips for getting the most from Custom Client fields
- Keep names short and specific. “Territory” is easier to scan than “Which region of the country does this account sit in”.
- Use one name, one meaning. If two people type “North” and “N. Region” for the same idea, filters and bulk updates will miss some clients. Agree on wording with your team.
- Do not recreate a built-in field. Name, account, address, phone, email, notes, specialty, type, stage, and visit preferences already exist. Custom fields are for what those do not cover.
- Create the field once, then fill values per client. You do not add a new field for each client. You add the field once, then enter each client’s answer.
- Empty is allowed. Leave a field blank until you know the answer. Blank shows as —.
- Rename carefully; delete even more carefully. Rename updates the label on all clients. Delete removes the field and all of its data.
- Use columns and bulk edit for list work; use the client card for day-to-day visits. The client record is the natural place to glance at extra details before you walk in. The Clients list and bulk editor are better when you are organizing a whole territory.
On iPhone
The iOS app does not yet show Custom Client fields on client screens. You can still create and use them in the web app; those values are stored with the client and will be there when you open the record on the web. A future version of the iOS app may display them.