Leads
Custom fields and tags
Add the extra details your team tracks on every lead, and create the tags you use to sort leads and cases.
Every lead comes with a name, email, phone, company and notes. When your team needs more — a deal size, where someone heard about you, a renewal date — add a custom field. When you want a quick marker you can filter by — Hot, Enterprise, Warranty — create a tag.
Custom fields
Custom fields for leads live in Settings → Leads. Every field you add appears on each lead's record under Custom fields, ready to fill in.
Add a field
Open lead settings
Go to Settings → Leads.
Add a field
Click Add field. Give it a Field name the way your team would say it out loud — this is the label everyone sees on a lead.
Choose a type
Pick a Type from the list below. For Choice and Multiple choice, add the choices: press Enter after each one, or paste a list to add several at once.
Save
Click Save field. The field now appears on every lead record.
Field types
| Type | What it holds |
|---|---|
| Text | A short line of text. |
| Formatted text | Longer text with formatting such as bold, headings and lists. |
| Number | A number, such as a deal size. |
| Date | A day picked from a calendar. |
| Choice | One option from a list you define. |
| Multiple choice | Any number of options from a list you define. |
| Yes / no | A simple switch. |
| Link | A web address starting with http or https. |
Limits
- Up to 20 custom fields for leads per workspace. The page shows how many you've used.
- Field names can be up to 40 characters, and no two fields can share a name.
- A Choice or Multiple choice field can hold up to 25 choices.
Reorder, edit or delete a field
Use a field's menu in the table:
- Move up / Move down changes the order fields appear on the lead record.
- Edit lets you rename a field or change its type. Renaming keeps everything already filled in. Changing the type clears values that no longer fit the new type.
- Delete stops the field appearing on lead records. Values already filled in are kept, and they come back if you add a field with the same name again.
Lead fields and case fields are separate. Fields for cases are managed in Settings → Cases — see Case settings.
Pipeline stages
The pipeline stages — New, Contacted, Qualified, Won and Lost — are the same in every workspace and can't be renamed or extended. If you need to track something beyond the stage, add a Choice field.
Tags
Tags live in Settings → Tags. A tag is a marker you either put on a record or you don't — good for the things you'd otherwise keep in your head, like where someone came from, how warm they are or what a case is about. The same tags are shared by leads and cases.
Create a tag
Open tag settings
Go to Settings → Tags and click New tag.
Name it and pick a colour
Enter a Name and choose a Colour. The colour makes the tag easy to spot in a list; it doesn't carry any meaning of its own. The Preview shows how it will look.
Save
Click Save tag. It's now available on every lead and case.
You can also create a tag without leaving a record: in the Tags picker on a lead or case, type a new name and choose Create label.
Manage your tags
The table shows each tag and where it's In use — how many leads and cases carry it. Use Search tags to find one quickly.
- Edit renames or recolours a tag everywhere it's already applied.
- Delete removes the tag from every lead and case carrying it. The records themselves are untouched.
Limits
- Up to 200 tags per workspace.
- Tag names can be up to 24 characters, and each name can only be used once.
- Ten colours to choose from.
Use tags on the Leads page
- The Tags column shows up to three tags per row, then a "+" count.
- Click a tag in a row to show only leads with that tag.
- Use the Tags filter to show leads carrying any of the tags you pick.
- Select several rows and use Add tag or Remove tag to change them all at once (up to 200 leads at a time).
FAQ
Who can change custom fields and tags?
Anyone on your team can manage lead custom fields and tags. Case fields are different: only owners and admins can change them.
Can the agent fill in custom fields on a lead?
No. Collect Leads fills in the standard details (name, email, phone, company) and adds anything else the customer shares to What they told us. Your team fills in custom fields on the record.