Custom Fields Setup in Follow Up Boss

Custom fields in Follow Up Boss let you track specific client details like birthdays, loan amounts, or property preferences, making your CRM highly organized and actionable. Here's what you need to know:

• What are Custom Fields? Extra fields for storing client-specific data beyond standard info like names and emails.
• Types Available: Date, Text, Number, and Dropdown fields for various data types.
• Where They Appear: Lead Profiles, People Page columns, and Calendar for easy access and filtering.
• Setup & Permissions: Only account owners can create custom fields via Admin > Custom Fields. Field types are permanent once set.
• Automation: Use Ace AI to auto-update fields and personalize emails/texts for $25/month per 5,000 contacts.

Custom fields streamline your workflow, improve communication, and ensure no detail is missed. Start by identifying the data you need to track and set up fields accordingly.

Follow Up Boss Custom Fields

What Are Custom Fields and Why Use Them?

Custom fields are extra data fields you can create to track specific client details that go beyond the standard ones like name, phone number, and email address. These fields let you capture information that’s especially important to your real estate business. Think of them as personalized containers for key client data within Follow Up Boss.

With custom fields, you can filter contacts, tailor your communications, and even set up automated reminders. For example, if you save a client’s preferred property features in a custom field, you can easily highlight relevant listings in your outreach. This makes your communication more targeted and effective, helping you focus on specific groups of contacts.

They’re also great for organizing your database by tracking things like lead sources, property preferences, or deal stages.

Next, let’s dive into the types of custom fields and how they can benefit your workflow.

Types of Custom Fields Available

Follow Up Boss provides four main types of custom fields, each designed for specific kinds of data:

• Date fields: Perfect for tracking time-sensitive details like closing dates, contract deadlines, or even personal milestones like birthdays and anniversaries. These dates sync automatically with your calendar, so you never miss an important event.
• Text fields: Best for descriptive information, such as property preferences, special instructions, or referral details. These fields can hold up to 256 characters, giving you plenty of room for notes.
• Number fields: Ideal for numerical data like loan amounts or credit scores. You can use these fields to sort and filter contacts by specific budgets or other numerical criteria.
• Dropdown fields: Provide a set list of options to ensure consistent data entry. For instance, you might create a dropdown for "Lead Quality" with choices like "Hot", "Warm", and "Cold." This makes filtering and sorting much more accurate.

Where Custom Fields Appear in Follow Up Boss

Custom fields are fully integrated into Follow Up Boss and show up in these key areas:

• Lead Profile: You’ll find custom fields in the lower left-hand corner of each lead’s profile.
• People Page: Customize your contact list by adding custom fields as columns. Just click "Columns" in the upper right-hand corner, select "Custom Fields", and check the ones you want to display. This transforms your contact list into a powerful database you can sort and filter with ease.
• Calendar Integration: Dates from custom fields appear alongside your appointments and tasks. Use the "Filters" option to include the custom field dates you need, ensuring important events are always part of your daily schedule.

Permissions for Managing Custom Fields

Only account owners can create custom fields. This limitation helps keep the database organized and avoids overlapping or redundant fields. While team members can view and update existing fields based on their permissions, creating new ones requires coordination with the account owner. This approach often leads to better field naming and a more streamlined database structure.

Step-by-Step Guide to Setting Up Custom Fields

Let’s walk through how to set up custom fields. Once you know where to go and what options are available, the process is simple.

Navigating to the Custom Fields Admin Panel

To get started, you’ll need admin access. Head over to Admin > Custom Fields. This is where you’ll find all your existing custom fields and the tools to create or modify them.

Creating New Custom Fields

Before diving in, think about the type of information you want to track. Once you’re ready, follow these steps:

• Click "Add Custom Field": In the custom fields admin panel, locate and click the "Add Custom Field" button.
• Name Your Field: Give your field a clear, descriptive name, like "Preferred Property Type" or "Lead Source."
• Pick a Field Type: Choose the type that best fits your data - Date, Text, Number, or Dropdown. Keep in mind, the field type cannot be changed later.
• Configure Field Settings:
  • Hide If Empty: Check this box if you don’t want the field to appear on lead profiles when no data is entered.
  • Read-Only: Enable this if the field should only display information and not be editable by regular users (e.g., for imported or calculated data).
• Save Your Field: Hit the "Add Field" button to finalize and save your new custom field.

Once saved, the field will automatically be available across Follow Up Boss.

Pro Tip: To avoid potential system issues, stick to basic characters in your custom field names. Use only letters, numbers, and simple punctuation like hyphens or underscores.

Editing and Managing Existing Custom Fields

After your fields are set up, you might need to tweak them as needs evolve. While you can edit the field name and adjust settings like "Hide If Empty" or "Read-Only", remember that the field type is permanent. If you require a different type, you’ll need to create a new field.

For dropdown fields, be cautious when removing options. Deleting an option that’s already in use can lead to data loss, so make changes carefully.

How to Use Custom Fields in Follow Up Boss

Custom fields in Follow Up Boss are a game-changer for keeping your workflow smooth and your client information organized. Once you've set up these fields, you can use them to manage clients more effectively and ensure no detail slips through the cracks.

Viewing and Updating Custom Fields

You'll find custom fields in the lower-left corner of the Lead Profile, making them easy to access. Need to make changes? You can edit these fields directly from the lead profile. They also come in handy when you're adding an event, adding a person, or updating a person.

The ability to view and edit custom fields depends on your role in the system. For example, users with roles like Account Owner, Admin, ISA/Account Team Lead, Team Lead, Agent, or Lender have access to view and update lead profiles. This setup ensures team members can update client details while keeping data secure.

Once you've got the basics down, you can take it a step further by using these fields to organize your contacts.

Using Custom Fields for Sorting and Filtering

Custom fields shine when it comes to segmenting your database for focused outreach. On the People page, you can filter your contacts by clicking on Filters and selecting the relevant custom field. For example, you can filter by dropdown options like Lead Source or numerical values like Budget Range to narrow down your audience.

Want to see these fields at a glance? You can display them directly on the People screen. Just click Columns and choose the custom fields you want to view. This creates a spreadsheet-like layout, making it easy to spot key leads and their details.

Incorporating Custom Fields in Calendar Reminders

Custom fields aren't just for filtering - they can also keep your schedule on track. If you've created date-based custom fields, they’ll sync automatically with your Follow Up Boss calendar, turning important dates into actionable reminders. These dates will appear seamlessly in your calendar, so you never miss a beat.

To view these custom field dates on your calendar, go to "Filters" and select the fields you'd like to include.

Follow Up Boss also syncs with Google Calendar and Microsoft 365 Calendar in both directions. This means your custom field dates will show up in your preferred calendar app, whether you're on your phone, laptop, or tablet. For even more automation, you can use Zapier to connect Follow Up Boss with Google Calendar, automating tasks like creating events for new appointments or adding deadlines to your calendar.

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Advanced Applications and Automation with Custom Fields

Custom fields can completely change how you handle client communication, manage data, and automate your daily tasks. Let’s dive into how they work and how they can streamline your workflow.

Using Custom Fields in Email and Text Templates

Custom fields are a game-changer when it comes to creating personalized emails and texts. Instead of sending out generic messages, you can automatically include specific details about your clients, making every interaction feel tailored just for them.

In Follow Up Boss, you can use the Merge Fields dropdown to add custom fields directly into your templates. This allows you to seamlessly pull in the details you've already collected about your clients. For instance, if you insert {Property Type} into an email template, the system will automatically replace it with the relevant property type from the client’s profile when the email is sent.

To set this up, go to Admin > Email or Text Templates, and either edit an existing template or create a new one. From there, select the custom fields you want to include using the Merge Fields dropdown. Once your template is ready, the system ensures that the right details are added for each client. However, keep in mind that if a custom field is empty in a client’s profile, that section will remain blank in the final message.

While custom fields make personalization easy, managing them across multiple contacts requires a bit more effort.

Mass Updating Custom Fields

Manually updating custom fields for a large number of contacts can be a tedious process. Unfortunately, Follow Up Boss doesn’t currently offer a built-in feature to mass update custom fields through its standard interface.

However, advanced users can take advantage of the Follow Up Boss API to handle updates. With the API, you can make individual calls to update custom fields across your database. Just make sure the data type you’re inputting matches the custom field type to avoid errors. For example, string-type fields shouldn’t receive float values. To avoid mistakes, it’s a good idea to test updates on a small batch of contacts first before applying changes to your entire database.

For those looking to save time and reduce manual effort, there’s an even smarter option: automation.

Using Ace AI for Automation

Ace AI, the Follow Up Boss CRM AI Assistant, takes automation to the next level by using your custom field data to power intelligent workflows that run 24/7.

With the Ace Intelligence Add-On, Ace AI can automatically populate and update custom fields, saving you hours of manual data entry every week. It connects custom fields with tags, stages, and action plans to trigger context-sensitive follow-ups. This means your CRM doesn’t just store data - it actively uses it to create smarter, more personalized interactions.

Ace AI also drafts customized SMS messages and emails based on the details in your custom fields. This ensures that your communications are not only timely but also highly relevant to each client’s needs.

The Ace Intelligence Add-On is available for $25 per month for every 5,000 contacts, with a $50 setup fee for the same contact range. Since Ace AI is designed specifically for Follow Up Boss, it offers deeper automation capabilities compared to generic CRM tools. If you’re serious about streamlining your workflow, this integration is worth considering.

Troubleshooting and Optimizing Custom Fields

Unused custom fields can pile up in your CRM over time, making it harder to keep workflows smooth and lead profiles organized. To avoid this, it's a good idea to routinely review and fine-tune your Follow Up Boss custom fields. Keeping them clean ensures your lead data stays relevant and manageable.

Here’s how you can manage, edit, and troubleshoot custom fields to maintain an efficient CRM setup.

Managing Unused or Empty Custom Fields

Empty custom fields can create unnecessary clutter in your lead profiles, especially since they always display in the lower left-hand corner of every Lead Profile. To spot these fields, use the People page filters to pinpoint blank fields. You can also use the Columns option to get a broader view of fields that remain unused.

Since only account owners can create or edit custom fields, it's a smart move for them to schedule regular reviews - perhaps monthly - to hide or remove fields that are no longer needed. While Follow Up Boss doesn’t provide a detailed process for deleting custom fields, organizing them thoughtfully can go a long way in reducing unnecessary clutter.

Editing Fields Without Data Loss

Once a custom field is created, its field type is locked in place - you can only change its name. For example, if you have a "Budget" field set as text but need it to store numerical data, you’ll need to create a new field and manually transfer the data. While this can be tedious for large datasets, it ensures your filtering and sorting functions work correctly.

In cases where you have float data and don’t want to lose existing records, Follow Up Boss support can assist with changing the field type on the backend. If you’re working with the API, make sure to use the name field from the response to avoid confusion.

Resolving Common Issues

Custom fields can sometimes run into problems. Here are some tips to address common challenges:

• Character Limits: Custom fields have a 256-character limit. If you’re hitting this limit often, consider splitting long inputs into multiple fields or using dropdown menus with predefined options.
• Special Characters: Avoid using symbols like #, $, @, or ! to maintain system performance, particularly during integrations.
• Permission Errors: Only account owners can create or edit custom fields. If team members need a new field, they’ll need to request it from the account owner.
• Case Sensitivity: When working with the API, remember that custom field names are case-sensitive. For instance, "Property Type" and "property type" will be treated as two different fields. Always double-check the exact casing in your queries.
• Integration Limits: If you’re using tools like Zapier to integrate with Follow Up Boss, be aware that there may be limits on how many custom fields can sync between systems. Focus on mapping the most critical fields.
• Field Order Issues: If multiple users edit fields at the same time, the field order might reset. Once you’ve set the order the way you want, take steps to secure your view.

Conclusion and Key Takeaways

Custom fields in Follow Up Boss bring a fresh approach to managing client data. By designing fields tailored to your business needs, you can capture the specific details that matter most - whether that's property preferences, budget ranges, or preferred communication styles. These fields act as a safety net, ensuring no critical information slips through the cracks.

But creating custom fields is just the first step. Keeping them effective requires regular upkeep. Focus on what’s essential: start with the fields that address your most pressing needs, avoid an overly complex setup, and periodically review to remove outdated fields. Since only account owners can create and edit these fields, teamwork and coordination are key. With this disciplined approach, your CRM evolves from a simple database into a dynamic tool that drives your business forward.

Ace AI – Follow Up Boss CRM AI Assistant & Automation Solution takes things even further. By automating updates to custom fields and streamlining follow-ups, Ace AI saves agents valuable time. Launched by Moon Sherpa Labs in December 2024, this tool was designed specifically for Follow Up Boss users. Early adopters have already seen its impact. Mark Jensen, a broker using Ace AI, shared:

"Ace AI has been transformative for my business. Within a week, I've seen an incredible increase in response rates. The ability to save summaries for our leads has saved us so much time."

Integrated directly into Follow Up Boss, Ace AI handles updates and communications automatically, making it an essential tool for agents on the go.

When you combine well-thought-out custom fields with smart automation, you create a CRM system that works tirelessly. For teams aiming to get the most out of Follow Up Boss, this combination ensures your client data stays organized, actionable, and ready to support your goals - leaving you free to focus on building relationships and closing deals.

FAQs

How do custom fields in Follow Up Boss help improve client organization and communication?

Custom fields in Follow Up Boss give you the flexibility to organize client data in a way that works best for you. By setting up fields that capture details unique to each client, you can keep everything relevant and easy to access. This makes personalizing your follow-ups a breeze while ensuring your records stay accurate and up to date.

Another big plus? Custom fields make it simple to segment your database. Need to find specific information in seconds? No problem. This streamlined approach keeps your workflows efficient and ensures you never overlook important client details. The result? Stronger, more tailored connections with your clients.

How can I keep custom fields in Follow Up Boss organized and clutter-free?

To keep your custom fields in Follow Up Boss tidy and easy to navigate, consider these practical tips:

• Archive fields you no longer use: Go through your custom fields periodically and remove any that are outdated or unnecessary. This helps declutter your system.
• Combine similar fields: If you notice overlapping fields, merge them to avoid redundancy and simplify data entry for your team.
• Stick to clear naming conventions: Use names that are consistent and descriptive so everyone can quickly understand the purpose of each field.
• Streamline dropdown options: Keep picklist values short and relevant to make data selection quicker and more user-friendly.

Regularly auditing your fields ensures your CRM stays efficient and focused, making it easier to manage client information without unnecessary complications.

How does Ace AI make managing custom fields in Follow Up Boss easier for real estate professionals?

Ace AI takes the hassle out of managing custom fields in Follow Up Boss by automatically filling them in and keeping them updated. Using advanced AI, it processes contact and interaction data within the CRM to ensure client details are always accurate and current - without requiring much manual effort.

This smart automation allows real estate professionals to stay on top of their game, saving valuable time and keeping operations organized. By ensuring your custom fields are always relevant and dynamic, Ace AI streamlines workflows and makes lead follow-ups smoother, letting you focus on building meaningful client relationships.