--- title: Custom Fields description: What custom fields are, where they appear, the input types available, and who can set them up and fill them in. --- [Skip to content](https://help.trak.io/knowledge-base/custom-fields#main-content) [![resized by Cameron Trak Logo Variations - 2025-01-1](https://help.trak.io/hs-fs/hubfs/resized%20by%20Cameron%20Trak%20Logo%20Variations%20-%202025-01-1.png?width=120&height=75&name=resized%20by%20Cameron%20Trak%20Logo%20Variations%20-%202025-01-1.png)](https://help.trak.io/knowledge-base?hsLang=en) Open main navigation Close main navigation - How can we help you? - There are no suggestions because the search field is empty. 1. [Trak Software Help Center](https://help.trak.io/knowledge-base?hsLang=en) 2. [Using Trak](https://help.trak.io/knowledge-base/using-trak?hsLang=en) 3. [Settings and Admin](https://help.trak.io/knowledge-base/using-trak?hsLang=en#settings-and-admin) # Custom Fields Custom fields let you capture information Trak doesn't collect out of the box — an impressions count on a task, a contract reference on a partnership, a T-shirt size on a user. They're often just called fields. You build them under **Settings \> Fields**, and they then appear on the records you attach them to. ### Who can manage fields? Fields and field groups are managed by **Site Admins**, under **Settings \> Fields**. Managers and Team Members can see the fields in use but can't change them; collaborators have no access to the Fields settings screen. ### Where fields appear When you create a field you first choose where it lives. A field's location decides which records show it: | Location | Where the field appears | | --- | --- | | **Account** | On the partnership's Overview page. Account fields can also be reported on in **Reports \> Insights**. | | **Event** | On events in the Calendar. | | **Task** | In the task panel. | | **User** | In User Settings, and on the form for creating or editing a user. | ### Field input types After choosing a location, you pick the input type. The type sets what kind of value the field holds, and **it can't be changed once the field is created** — so if you need a different type, create a new field. | Type | What it captures | | --- | --- | | **Text Field** | Short or long text. | | **Dropdown Field** | A value chosen from a list you define. | | **Number Field** | A numeric value. | | **Date Field** | A date. | | **Range Field** | A number between a minimum and maximum you set. | | **File Field** | An uploaded file. | | **Calculation Field** | A value worked out from a formula using other fields. | | **Task Rollup Field** | A value gathered from a field across all of a partnership's tasks (Account fields only). | A few types have extra options: - **Text.** Choose the **Format**: **Simple Text (255 characters)** for a single line, or **Long Text (4000 characters)** for a larger box. Long Text supports rich formatting (bold, italic, lists, and so on). - **Dropdown.** Type each option and press enter to add it. To load a long list quickly, copy a column from a spreadsheet and paste it in — Trak turns each row into a separate option. - **Range.** Set the **Min Value** and **Max value** the slider allows. - **File.** Turn on **Allow multiple files** to let up to five files be uploaded to the field. #### Calculation fields A calculation field works out a number from your other numeric fields. 1. In **Fields**, select the fields you want to use in the formula. 2. In **Calculation Formula**, write the formula, referencing each field by its ID in square brackets. Trak substitutes each field's value for its bracketed ID. For example, `[3] - [5]` takes the value of field 3 and subtracts the value of field 5. Calculation fields are read-only on the record — the value is worked out, not typed. #### Rollup fields A rollup field is available on **Account** fields only. It gathers a chosen field's value from every task on the partnership and combines them, so you can total a per-task figure across the whole partnership. For example, if each task has an **Impressions** field, an account rollup can sum them into the partnership's total impressions. Pick the task field to gather in **Fields**, then choose a **Calculation Method** — **Sum** (the default), **Average**, **Min**, or **Max**. ### Prefixes, suffixes, decimals, and instructions Every field can carry a few presentation options: - **Prefix** and **Suffix** add text before or after the value (for example a `$` prefix or a `%` suffix). Each is limited to 25 characters. - **Number of Decimals** sets how many decimal places a numeric value shows. - **Instructions** add helper text shown to whoever is filling the field in. ### Restricting a task field to a collection or product A task field appears on every task by default. Using **Display On**, you can restrict it to a single **Collection** or a single **Product** instead: - Restricted to a **collection**, the field shows only on tasks in that collection. - Restricted to a **product**, the field shows only on tasks that originate from that product. - If a task later stops matching — it moves to a different collection, or comes from a different product — the field stops showing, but **the value it held is kept**. Bring the task back to the matching collection or product and the value reappears. See [Managing collections](https://help.trak.io/knowledge-base/managing-collections?hsLang=en) for how collections work. ### Organizing fields into groups Fields are arranged into **field groups**. A group has a **description**, which shows alongside the group wherever its fields appear, so you can explain what the group is for. - **Reorder groups.** Open the actions dropdown on a field group and choose **Reorder**. A window opens where you drag the groups for that location into the order you want. - **Reorder fields.** Drag a field up or down within its group on the Fields list. - **Move a field to another group.** Edit the field and change its **Field Group**. You can also **Duplicate** a field or a whole field group from its actions dropdown. Duplicating a group copies all of the fields inside it as well. ### Collaborative or internal fields Each field is either collaborative or internal, which controls whether collaborators can see it. Turn on the **Collaborative** checkbox to make a field visible to collaborators — as the setting notes, *"When enabled, collaborators will be able to view this field."* Leave it off and the field is internal: only your internal users see it. Each field shows a **Collaborative** or **Internal** badge on the Fields list. ### Who can enter a field's value? Filling in a value on a record is separate from setting the field up. In general: - You need the **Editor** role and access to the record the field is on (the partnership, task, event, or user). - **Your own user fields are the exception** — you can update fields on your own profile even with the Viewer role. For collaborators specifically: - A collaborator can update a **collaborative account field** if they have the Editor role and access to that partnership. - A collaborator can update a **collaborative task field** if they have the Editor role and access to both the partnership and the task. - Collaborators **can't edit event fields** — events are internal. - Collaborators can only update **their own** user fields. Your internal users can update a collaborator's user fields. ### Keeping calculation and rollup fields up to date Calculation and rollup values are **stored**, not recomputed every time you open a record. When a field they depend on changes, Trak recalculates the value in the background, so it usually updates within a few seconds rather than instantly. If a value looks out of date, you can force a refresh: on **Settings \> Fields**, find the field's row, open its actions dropdown, and choose **Recalculate**. Trak confirms with *"Recalculate this field?"* and then queues the field — you'll see *"Field Queued for Recalculation"*. This recomputes every value for that field. ### What you can change later You can rename a field, change its instructions, move it to another group, and toggle whether it's collaborative. You **cannot change a field's type** once it exists — to switch types, create a new field. - [The Basics](https://help.trak.io/knowledge-base/the-basics?hsLang=en) - [Using Trak](https://help.trak.io/knowledge-base/using-trak?hsLang=en#main-content) - [Partnerships](https://help.trak.io/knowledge-base/using-trak?hsLang=en#partnerships) - [Social Media](https://help.trak.io/knowledge-base/using-trak?hsLang=en#social-media) - [Integrations](https://help.trak.io/knowledge-base/using-trak?hsLang=en#integrations) - [Settings and Admin](https://help.trak.io/knowledge-base/using-trak?hsLang=en#settings-and-admin) - [Module by Module](https://help.trak.io/knowledge-base/module-by-module?hsLang=en) - [Advanced Features](https://help.trak.io/knowledge-base/advanced-features?hsLang=en) - [How To Guides](https://help.trak.io/knowledge-base/how-to-guides?hsLang=en) - [Mobile App](https://help.trak.io/knowledge-base/mobile-app?hsLang=en) - [New Features](https://help.trak.io/knowledge-base/new-features?hsLang=en#main-content) - [2026](https://help.trak.io/knowledge-base/new-features?hsLang=en#2026) - [2025](https://help.trak.io/knowledge-base/new-features?hsLang=en#2025) - [2024](https://help.trak.io/knowledge-base/new-features?hsLang=en#2024) - [2023](https://help.trak.io/knowledge-base/new-features?hsLang=en#2023) [![resized by Cameron Trak Logo Variations - 2025-01](https://help.trak.io/hs-fs/hubfs/resized%20by%20Cameron%20Trak%20Logo%20Variations%20-%202025-01.png?width=120&height=75&name=resized%20by%20Cameron%20Trak%20Logo%20Variations%20-%202025-01.png "resized by Cameron Trak Logo Variations - 2025-01")](https://www.trak.io/) P.O. 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