Custom Fields

Custom Fields provide a flexible way to add and organize additional data in Maintenance Pro. While the software includes a variety of built-in fields—such as Make, Model, and Year when adding new equipment—Custom Fields allow you to tailor the program to better fit your specific data and tracking needs.

If you have specific data you'd like to track—beyond what’s available in the default fields—and prefer not to enter it as a free-form note, Custom Fields offer an ideal solution. To add a Custom Field, simply scroll to the bottom of the New Equipment screen, where you'll find the option to create and define a new Custom Field.

Clicking the New Custom Field button will prompt you to enter a name for the field.

Note:
Custom Field labels apply to all equipment or all Work Orders, depending on where they're created. Use them only for information you plan to track consistently. To reuse an existing Custom Field, select it from the dropdown. To create a new one, enter a field name and click Add—it will be saved and added to the current record.

Enter the desired value in the field on the right. Once saved, the field and its value will appear on the Equipment Detail screen.

The Custom Field can also be displayed as a separate column in the Equipment Index. To add it, click the button to the right of New and select Customize.

Check the field name and click Save.

The Custom Field will now appear as its own column with data displayed in the Equipment Index. This feature also applies to other index screens that use Custom Fields, such as Work Orders.

To manage all your Custom Fields, click the gear icon in the top-right corner and select Organization Profile.

Click the Custom Fields tab to view a list of all Custom Fields set up in your system.

Note:
There is a limit to the number of Custom Fields you can create. The maximum allowed is displayed at the bottom of this screen.

Clicking a Custom Field’s name will open the Edit Custom Field screen.

Editing the Name field will update the custom label everywhere it is used. For example, if you change “Oil Type” to “Engine Type,” all instances will reflect this new label.

The Default checkbox controls whether the custom field is always visible on the edit screen. When checked, the field will appear by default during editing. Below is an example of the edit screen with the Default option enabled.

If Default is left unchecked, the custom field won’t appear automatically on the edit screen. Instead, you’ll see a New Custom Field button to add it manually when needed.

Clicking the New Custom Field button allows you to select which field you want to add.

If you want a Custom Field to always be available on the edit screen, ensure the Default box is checked. If you’re unsure, we recommend checking Default so the field is automatically accessible without extra clicks. You can leave it unchecked if you prefer not to use the field regularly.

Deleting a Custom Field

From the Organization Profile > Custom Fields screen, you can select a Custom Field and delete it. Deleting a field will remove it from all records and erase any associated data.

Please note: This action is permanent. The following warning will appear before deletion:

Warning: This action cannot be undone. For example, if you delete the “Oil Type” field, all values entered for that field across your equipment will be permanently lost. There is no way to recover this data. Please be absolutely certain you no longer need any of the field’s data before deleting a Custom Field.