Custom Fields

Fleetio provides many pre-defined program fields to store details for various data records. You may wish to track additional information, and Custom Fields give you a place to store and report these values. You may choose the Label to identify the field, and specify the Data Type (e.g. Text or Date).

Custom Fields are available in Contacts, Fuel Entries, Issues, Parts, Purchase Detail, Purchase Orders, Service Entries, Trips, Vehicles, Vehicle Assignments, Vehicle Renewal Reminders, Vendors, and Work Orders.

PERMISSION: Only Account Owners and Administrators can define Custom Fields. Learn more in the User Types article.

Add Custom Fields

To manage Custom Fields, go to your Company drop-down menu and Account Settings:

Then Feature Settings > Custom Fields:

Click the + Add Custom Field button and complete the form.

1. Record Type

Select the Fleetio module in which this Custom Field should display. Options include Contacts, Fuel Entries, Issues, Parts, Purchase Detail, Purchase Orders, Service Entries, Trips, Vehicles, Vehicle Assignments, Vehicle Renewal Reminders, Vendors, and Work Orders.

2. Data Type

Define the data type this field should support. Options include:

  • Text - Allows users to freely input any text value
  • Checkbox - Allows users to toggle a switch between ON and OFF, displaying a checked box when ON
  • Date - Allows users to store properly formatted dates
  • Drop-down - Allows you to specify a list of values, rendered as a standard drop-down selection

3. Values

This form field is only available after selecting the Drop-down Data Type in Step (2). This allows you to define the values that will be presented to users. Enter each value on its own line as shown in the example above.

TIP: The drop-down data type is useful for data integrity. You provide all possible choices to display in the list, and users will only be able to select from these options.

4. Label

A title for the Custom Field. The Label must be unique - you can't have two Custom Fields with the same Record Type and Label.

5. Description

Optional additional details. This will typically appear as hint text beneath the field on Add / Edit screens, or as hover text over the Label on View screens.

Edit / Delete Custom Fields

From the Custom Fields listing, click the More Actions menu at the end of the row:

Sort Custom Fields

After you've created your Custom Fields, you can sort the order in which they appear in the designated module.  Choose the Record Type and then drag the fields into position. The Custom Fields will then appear in that order on each respective Fleetio module. 

Report and Filter Custom Fields

Custom Fields will appear in Reports that match the Record Type specified for the field. For example, Custom Fields with the Vehicle Record Type will appear on the Vehicles Report.

Custom Fields also serve as a Filter option on various screens and reports in Fleetio. Click the Filters button and scroll to the bottom of the right side panel.

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