OfficeRnD Flex includes default fields to help you manage core member and company data. But what if your space needs to track something unique, like vehicle plate numbers, preferred payment methods, or access tags? Custom properties let you add your own data fields, so you can collect and manage the information that matters to your business.
In this article, you’ll learn how to create a custom property, what configuration options are available, and how to choose the right setup based on your use case.
Summary
Add custom fields to members, companies, resources, and more.
Define the type and format of each custom property.
Control who can view or edit the property: members, admins, or both.
Use custom properties in templates or workflows across OfficeRnD.
Prevent errors by avoiding names that duplicate existing system fields.
What is a custom property?
A custom property is a data field you create to store extra information that is not available in the default OfficeRnD fields. You can apply these properties to different types of entities like members, companies, or invoices, and choose how they behave and who can access them.
When and why to use custom properties?
You may want to use a custom property when you need to store specific business information that doesn’t exist in the default setup. For example, you might need to track a member’s locker number, a company’s VAT category, or whether a member has signed a particular internal policy.
Custom properties are helpful when:
You need to display or collect specific information in the Member Portal.
You want to avoid storing important data in free-text notes that are hard to organize or search.
Your workflow depends on specific tags, flags, or custom values that should be attached to a member or invoice.
You are automating documents or emails and need to insert specific data using property templates.
Often, admins use this feature during onboarding, reporting, or compliance workflows to make sure important information is collected and visible in the right places.
What you can achieve
Custom properties give you control over the kind of data you collect and manage. Once added, these fields become part of the entity’s profile in the Admin Portal, and can be displayed or edited based on the rules you choose.
When creating a new custom property, you can:
Name and identify the property clearly. Each property must have a unique identifier, which can be used in templates or automation tools.
Choose the data type. Use checkboxes for yes/no fields, dates for expirations, dropdowns for controlled values, or text fields for free-form data.
Define who and what it applies to. Attach properties to members, companies, invoices, opportunities, or resources.
Control visibility. Decide whether the field is visible and editable by members in the Member Portal, or restricted to admins only.
For example, you can create a “Car Registration Number” field that only admins can view, or a “Company Category” field that members can select during onboarding.
Add a custom property
To create a custom property in the Admin Portal:
Go to Settings > Data & Extensibility > Custom Properties.
Click Add Property.
Fill in the property details:
Name - Enter a name for the custom property. Avoid naming custom properties after existing fields, such as Invoice number or Description.
Unique Identifier – This is generated automatically, but you can adjust it before saving. It cannot be changed later. This identifier will be used when using the property in a template.
Type – Choose a data type (string, number, checkbox, date, select, multi-select).
Note: Changing a custom property from one type to another will cause the property to lose its previous values. These values can be restored by changing the property back to its original type.
Values – If using “Select” or “Multi-select,” enter the allowed options separated by commas. This allows admins and member to pick one or more of them when editing the property's value.
Applies to – Select which entity or entities this property applies to (for example, companies, members, resources, opportunities).
Placeholder – Add a short example or description to guide users. It is not a default value but rather offers more information when filling out the property.
Privacy – Choose who can view and edit the property.
Members Public – Members can view and edit its value as well as make it publicly visible in the portal.
Members Protected – The member will be able to edit the property. However, only the member and the admins can view it.
Admin Only – Оnly the admin team can view and edit the field.
Click Add.
Tips for success
Avoid naming your custom property after an existing system field like “Invoice Number” or “Plan Description.” This can cause confusion or errors in templates.
Once created, the unique identifier of a property cannot be changed. Choose it carefully and avoid typos.
If you change the property type (for example, from checkbox to text), any previously stored values will be lost.
For “Select” or “Multi-select” properties, use comma-separated values to define the options.
Use the placeholder field to give examples or instructions to the user filling it out.
FAQ: Managing custom properties
Can I rename the unique identifier of a custom property after it is created?
No. Once the custom property is saved, its unique identifier cannot be changed. If you need to use a different identifier, you must delete the property and create a new one.
What happens if I change the property type?
Changing the type of a custom property (for example, from checkbox to text) will erase all existing values. The data can be restored only if you revert the property back to its original type.
What is the difference between “Members Protected” and “Members Public”?
“Members Public” means the member can both view and edit the property, and it will be visible in the Member Portal. “Members Protected” allows the member to edit the value, but only the member and admins can see it.
Can I apply a custom property to multiple entity types?
Yes. You can choose to apply the same custom property to more than one entity, such as both members and companies. Make sure the field is relevant for each selected type.
How do I use the unique identifier in templates?
You can reference the unique identifier in any template field using double curly braces. For example, if the identifier is customID, you can use {{ customID }} in invoice or email templates.
What happens if I delete a custom property?
Deleting a property removes it and all stored values for that field. Make sure to export any data you need before deleting the property.
Is there a limit to how many custom properties I can create?
There is no strict limit in the Admin Portal interface, but adding too many properties may affect the clarity and usability of the system. Stick to what’s needed for your workflows.
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