Custom Fields

The Custom Fields tool allows account Administrators to add custom, data fields (fillable textbox) to Properties, Tenants, and Owners. Once created custom data fields will be available to auto-populate data in communications such as Custom Forms, Message Templates, and the Mailing Wizard.

In this article you can learn more about:

• Creating a Custom Field
• Entering Information Into Custom Fields
• Custom Fields Versus Private Notes
• Using Custom Fields in Lease Agreements, Forms, and Message Templates
• Examples of Custom Fields for Properties
• Examples of Custom Fields for Owners

Creating a Custom Field

When a custom field is created, a fillable textbox will become available in the profiles of ALL of that subject (If a custom field is added for tenants, a custom field will be available in every tenant profile)

The following steps will guide you through creating custom fields with ease.

In your Rentec Direct account: 

1. Click on Settings
2. Under Program, click on Custom Fields
3. Click the +Add Field button (For Tenant, Property, or Owner)
4. Enter a short Field Name (that reflects the custom field, such as "emergency contact")
5. Check the Searchable box if you would like this new custom field to be searchable from filters
6. Click on Save Changes

Pro Tip: One or more Custom Fields can be added for each of the three options. To add additional Fields, repeat steps 3-6 above.

Entering Information to Custom Fields

Once custom fields have been created, they can be seen in the profile of each of that subject. The example below is of a Custom Field added to Tenants.

In your Rentec Direct account:

1. Click on Tenants
2. Right-click on a Tenant and select Edit Tenant
3. Under Custom Fields enter data
4. Click on Update Tenant

Custom Fields Versus Private Notes

• The Private Notes area is for internal information like "prefers to be emailed, not called" or "works the night shift as a nurse, so the tenant can be hard to reach during normal business hours." Some people will find they can easily keep pet information or car details about the tenant in the private notes section. 
• The benefit of using Custom Fields is that you can automatically input Custom Fields data into your lease agreements or other forms created in the Forms Editor as well as make those fields searchable in filters and the Global Search tool.

Using Custom Fields in Lease Agreements, Forms, and Message Templates

Using custom field data in lease agreements, forms and message templates allows you to customize individual or bulk communications.

When editing a form or template, look for the custom field under the Data Fields menu to insert the placeholder. The software will automatically pull the entered information from your Tenant, Owner, or Property Custom Fields to populate the form when it is created.

Examples of Custom Field for Tenants

• Tenant Pet Information --  breed and name of pets, vaccination status, and pet license renewal dates.
• Tenant Car Information -- make, model, and license plate information and/or parking permit information.
• Lawn Maintenance -- yard maintenance to note who will take care of the property's lawn; tenant or owner.

Examples of Custom Fields for Properties

• Mortgage Information

  You can include information about the mortgage for the property, like the name of the bank or other financial institution, as simple reminders for yourself.

• Security Deposit Account Information

  Some states require a landlord or property manager to share the bank name and address where a tenant's security deposit funds are being held. A custom field for this information is a great idea because you can use the field to auto-populate with the correct information in lease documents or other forms created in the forms editor.

• Owner Information

  Some states require a property manager to share the name and contact information of the property owner with the tenant. The new Custom Fields feature allows you to do just that, you can include an Owner Name custom field and Owner Address custom field (or whatever your state requires) and then you can use that information to auto-populate any forms created within the forms editor.

Examples of Custom Fields for Owners

• Contract Start Date
• Contract Renewal Date
• Disbursement Date
• Management Fee Amount
• Management Fee Type
• Referred By