The Custom Fields tool allows account Administrators to add fields to Owner, Property, and Tenant records. These details can later be pulled by the Forms Editor to create lease agreements and other forms that auto-populate with the data from the system, including the Custom Fields you create
Creating a Custom Field
The following instructions and information will help you set up and manage custom fields with ease.
In your Rentec Direct account:
- Click Settings.
- In the Program Settings click on Custom Fields.
- Click the Add Field button specific to your needs. Your options are Tenant Fields, Owner Fields, and Property Fields. Enter a short field name into the new input.
System Note: By adding these fields, they will be available to use within forms, so be sure to give them unique names that correspond to the record type.
- Check the Searchable box if you would like this new custom field to be searchable from the software Global Search tool.
- Click Save Changes when finished.
Custom Fields Versus Private Notes
The private notes area is for information like "prefers to be emailed not called" or "works night shift as a nurse, so 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. However, 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 the Global Search tool.
Use Custom Fields in Your Lease Agreements & Other Forms
Examples of Custom Field for Tenants
- Tenant Pet Information -- breed and name of pets, vaccinations 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