Custom Fields Overview
Custom fields allow you to track additional information across different parts of the Property Matrix platform, including:
Accounts, Bills, Companies, Invoices, Leases, Lease Move Outs, Maintenance Requests, Owners, Owner Contributions, Properties, Tenants, Units, and Vendors.
Want to see it in action first?
Check out our quick video demonstration to watch how someone uses this feature live, or continue below to find the specific guidance you're looking for.
You can view and manage these fields by navigating to Settings and selecting Custom Fields from the left-hand menu.
Creating a Custom Field
To add a new custom field:
Go to the Custom Fields page.
Click the New Custom Field button in the upper-right corner.
In the pop-up window:
Name the field.
Choose what the field applies to (e.g., tenant, lease, unit).
Optionally mark the field as required, which will enforce completion during relevant workflows (like creating a lease or adding a tenant).
Click Submit to save the field. You will return to the main Custom Fields page, where new fields are grouped by category.
Field Types
You can choose from several field types depending on the data you want to collect:
Checkbox: Simple on/off toggle.
Currency, Date, Date/Time, Number, Time: Use these for specific data types.
Tip: If flexibility is needed (e.g. entering "N/A"), use a Text field instead.
Text: General-purpose field for short input.
Memo: Larger text box for longer input.
Notes: Supports longer entries or running commentary. Useful for storing records like tenant-related notes or eviction documentation.
Select: Create a list of predefined options users can choose from.
Example: A “Dogs Allowed” field for a unit could have options for “0”, “1”, or “2” instead of a simple yes/no checkbox.
Custom fields can also be hidden and revealed automatically based on conditions. Contact Property Matrix Support to configure this functionality.
A Closer Look at the Note Field Type
The Note field type is unique because it behaves differently from other custom field types. While most fields store a single piece of information, a Note field allows you to store multiple entries — like a running log.
Instead of entering Edit mode to update the field, the Note field provides Add and Delete buttons. This lets you quickly add new notes or remove existing ones without overwriting past content.
Each note is saved as its own entry and automatically includes a timestamp and the email address of the user who added it. This makes the Note field especially useful for ongoing tracking or collaborative documentation.
Common Use Cases
Logging tenant communications or complaints
Tracking maintenance updates
Documenting internal notes on leases, invoices, or move-out processes
Recording a history of actions taken on a unit or property
Use Note fields anywhere you need a time-stamped trail of updates — they’re perfect for capturing context that might get lost in standard fields.
Managing Custom Fields
Each custom field appears under its category on the Custom Fields page. Click a category to expand its contents.
For each field, you’ll see a three-dot menu on the right with the following options:
Edit: Modify the name, type, or configuration.
Delete: Remove the field. (Warning: Deleting a field will also remove all its associated data across units, tenants, leases, etc.)
Change All Values: Bulk update this field across all records it applies to.
Summary
Custom fields offer a powerful way to customize Property Matrix to suit your business needs. Use them to enforce workflows, standardize inputs, and track the information that matters most to you. For advanced behaviors like conditional visibility, reach out to our support team.