Custom fields let your team record extra details in Workshop, such as a customer's membership number or the budget agreed for a job. You define a field once, then enter a separate value on each customer or job record. All custom fields are optional.
Choose Customer or Job fields
Use Customer fields for details that stay with the customer across their jobs, such as a membership number or service preferences. You can edit these on the customer record and in a job's Customer tab. Both places update the same customer.
Use Job fields for details specific to one job, such as an agreed budget or a safety check. These appear in Job Information and when creating a job.
Add a field
Open Configuration → System Settings → Custom Field Settings.
Choose Customer fields or Job fields, then select Add field.
Give the field a clear name. Add a description if your team needs help knowing what to enter; it appears beneath the field on records.
Choose a field type. The type cannot be changed after the field is created.
For text and number fields, you can set optional limits on entered values. For a single-select field, add the choices your team can select.
Select Create field.
If only some setup changes save, keep the editor open and select Save changes again to finish. Retrying keeps the changes that already saved.
If the page says another business manages the fields, an administrator in that business must change the field setup. You can view the setup here.
Choose a field type
Text: a short value, such as a membership number. Use this for identifiers that may contain letters or leading zeros.
Long text: several lines, such as service preferences or detailed instructions.
Number: a numeric value, such as an agreed budget or mileage.
Yes/no: a yes or no choice, such as whether a safety check is complete. Leaving it blank is different from selecting No.
Date: a calendar date.
Single select: one choice from a list you define, such as a preferred contact method.
Enter and save values
Customer fields
Open My Customers and choose the customer, or open a job's Customer tab. Custom fields appear alongside the built-in details under Customer info.
Select Update Details to save your changes, including any values you have cleared. If a save fails, keep the form open, correct any highlighted values and select Update Details again. Save before leaving the customer form.
Job fields
Open Job Information. Job fields appear below the customer and booking details near the top of the tab.
Change a value and click or tab out of the field to save it. Dropdown choices save when the menu closes. To remove a saved value, use the field's clear button; the change saves straight away. Check the job header for the save status.
If a save fails, your edit stays in the field and the job header shows Unsaved. Correct any highlighted value, then select Retry or click or tab out of that field again.
Closing the job panel or switching its tabs waits for pending Job field saves. If an edit still cannot be saved, Workshop asks before discarding it. If you navigate elsewhere in Workshop, select Open on the Unsaved changes notice to return to the job. Save or explicitly discard your Job field changes before refreshing or closing the browser.
New customers and jobs
When creating a customer or job, custom values are saved with the new record. In a new job, the fields are part of Additional information, available after you select a customer, a bike and services.
Reorder, archive and restore
In Custom Field Settings, choose Customer fields or Job fields. If all active fields are ungrouped, drag them directly in All. You can also drag in All when every active field belongs to the same group, even if other groups are empty.
If your active fields are spread across groups, or include both grouped and ungrouped fields, select a group or Ungrouped from the Group filter. Then drag the fields into the order you want within that list. Search narrows the list but does not enable dragging in a mixed All view.
You can also use a field's More actions menu to move it up, down, to the top or to the bottom within its current group. Field ordering saves when you move a field.
Use Manage Groups to reorder groups and subgroups. Dragging fields changes their order within their current group; it never moves them into another group. To change a field's group, edit its Group, or select fields and use Move to group.
To stop using a field, choose Archive from its menu. This hides it on records while keeping saved values. Open Archived fields and select Restore to bring it back at the end of the active list, with its saved values.
For single-select fields, you can reorder, archive and restore choices in the field editor. Select Save changes to apply these changes. An archived choice cannot be selected for a new value; a record that already uses it keeps that value and shows it as archived.
Field limits
Each field setup supports 150 active Customer fields and 150 active Job fields, with 300 fields in total for each record type, counting active and archived fields together.
Customer and Job limits are separate. Archiving a field frees an active slot but does not reduce the total field count. Restoring a field needs a free active slot.
Single select: up to 100 choices per field, including archived choices.
Field names: up to 100 characters. Descriptions: up to 500 characters.
Text values: up to 1,000 characters. Long text values: up to 10,000 characters. Limits configured for an individual field may be lower.
Combined size: all stored custom-field values on one customer or job must fit within 32 KiB (32,768 bytes), including their field keys and any retained values for archived fields. This is a byte limit, so some characters use more space than others. Field names and descriptions do not count towards it.
If you see a total-size error, shorten lengthy values where appropriate. Keep the form open and contact Support with the error message if you need help. A higher field-count limit does not increase the combined size allowance.
Developer details
The field key identifies the field in integrations and is generated from its name. You can usually leave the generated key as it is. Keys cannot be changed after creation, even if you later rename the field.