Adding Custom Fields to your Gear
Edit Categories and Add Custom Fields to Inventory Items
Objective
This article explains how to edit an existing category, update category settings, and add custom fields that apply to every item in that category. It also covers how to use the new custom field in inventory records for sorting, filtering, and end-of-season actions.
Key Steps
1. Locate the Category You Want to Edit 0:14
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Open the organization you want to manage.
Use one of the two available paths to find categories:
- Click Edit Organization in the top-right corner and scroll to view all categories.
- Or, from the organization dashboard summary, scroll to the relevant gear/item category and use the action buttons there.
- Confirm you are working in the correct organization and category before making changes.
2. Open the Category Editor 0:42
- Find the category you want to modify.
- Click the three dots menu next to the category or item.
- Select Edit Category.
- Verify the category name shown on the editor matches the category you intended to update.
3. Update Category Details 1:04
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Rename the category if needed.
Update default category settings such as:
- Default replacement cost
- Default lifespan
- Default image for all items in the category
- Save changes only after confirming the defaults are correct for the entire category.
4. Add or Modify Groups Within the Category 1:25
- Go to the Groups section of the category.
- Review existing groups already assigned to the category.
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Add a new group if needed by entering a new group name.
Use groups to organize variations within the category, such as:
- Home vs. Away
- New version vs. older version
- Continue adding groups as needed to match how the inventory should be organized.
5. Edit Sizes for the Category 1:44
- Open the Sizes tab.
- Add, edit, or remove sizes as needed.
- Make sure the size options reflect the actual inventory items in the category.
- Confirm the size list is complete before moving on to custom fields.
6. Add a Custom Field to the Category 2:04
- Open the Custom Fields tab for the category.
- Add a new custom field that will apply to every item in the category.
- Choose the field type that best fits the information you want to track.
- Enter the field label clearly so users understand what the field means.
7. Configure the Custom Field and Save It 2:31
- Example setup:
- Field type: Toggle button
- Field name: Player Will Purchase
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Review the preview to confirm the field looks and behaves as expected.
Decide whether the field should:
- Appear in reports
- Show in the inventory table
- Click Done to finish the field setup.
- Click Save All to apply the changes to the category.
8. Verify the Custom Field in Inventory View 3:18
- Return to the category’s inventory view.
- Confirm the new custom field appears on each item in the category.
- Open an item for editing to verify the field is available in the item record.
- Test the field by toggling it on or off and saving the item.
9. Use the Custom Field for Tracking and Filtering 3:55
- Use the custom field value to sort or filter items.
- Filter for items where the toggle is set to Yes or turned on.
- Use the filtered list to identify items that need follow-up action.
- Apply the field consistently so reporting and filtering remain accurate.
10. Take End-of-Season Action on Filtered Items 4:10
- At the end of the season, review items marked with the custom field.
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Select the items that match the filter criteria.
Take the appropriate action, such as:
- Archiving the items
- Marking them for replacement
- Updating condition status
- Use the custom field as a workflow tool to simplify seasonal inventory management.
Cautionary Notes
- Make sure you are editing the correct organization and category before saving changes.
- Category-level changes can affect every item in that category, so review defaults carefully before clicking Save All.
- If a custom field is not marked to appear in the inventory table or reports, team members may not be able to use it effectively.
- Always verify the custom field on a test item before rolling it out as part of your regular workflow.
Tips for Efficiency
- Use clear, descriptive names for categories, groups, and custom fields so team members can understand them quickly.
- Add custom fields only when they support a real workflow need, such as tracking replacement decisions or condition changes.
- Standardize group naming conventions to keep categories easy to scan and manage.
- After adding a new field, test it immediately on one item to confirm it displays and saves correctly.
- Use filters based on custom fields to speed up end-of-season review and archiving.