Custom Fields on Properties, Leases, Residents and Work Orders
Add your own fields — a parcel number, a gate code, a lender, an insurance policy — to every property, lease, resident or work order, fill them in on the website or either app, and choose which ones residents can see.
Add the details your business tracks that Seayora has no box for — a parcel number, a gate code, a lender, an emergency contact. Every field is kept for your whole team, and every change is recorded.
These are the fields on your portfolio. Fields on the records in your books — customers, vendors, invoices and bills — are set up separately, in Accounting → Settings → Custom fields.
Custom fields are in the Portfolio tab on the website (Portfolio → Custom fields), and in the Tools hub on the iPhone and Android apps as Custom fields and Field values. Landlords and property management companies have them; a management company's fields are shared by its whole team.
Which records can carry a field
| Records | Who on your team can fill them in |
|---|---|
| Properties & units | Anyone with access to Properties |
| Leases | Anyone with access to Leases |
| Residents | Anyone with access to Residents |
| Work orders | Anyone with access to Maintenance |
Each kind of record can carry up to 40 fields. Adding, editing and removing the fields themselves needs access to your account settings.
Kinds of value
| Kind | What it holds |
|---|---|
| Short text | A name, a code, a reference number. |
| Paragraph | Several lines — instructions, a description. |
| Number | Any number. Commas are allowed when typing. |
| Amount of money | Dollars and cents. |
| Date | A calendar day. |
| Yes / no | A switch. |
| One choice from a list | You write the choices. |
| Several choices from a list | You write the choices; any number may be picked. |
| Email address | Checked for the shape of an address. |
| Phone number | Digits, spaces and + ( ) - are kept as typed. |
| Web link | Must begin with http:// or https://. |
A list field holds up to 60 choices, written one per line. Every value is checked when it is saved — a date must be a real day, an amount is kept to the cent, a web link must begin with http:// or https:// — and a value that does not fit is refused with a sentence saying why, rather than saved wrong.
Setting a field up
- Required — asked for whenever somebody fills the form in. A record made another way — an import, a tenant's repair request — is listed as still missing them instead of being refused.
- Show in lists — the value appears beside the record in the Fill in list, so you can scan a whole portfolio at once.
- Residents see it — residents see this field on their own home. Leave it off for anything that is your private record.
- Find records by it — the Fill in search looks inside this field as well as the record's name.
- Group — fields with the same group are shown together under that heading.
This field already holds values, so its type cannot change. Add a new field instead. A choice that a record still holds cannot be removed from a list either.
Filling fields in
Open Custom fields → Fill in, choose the kind of record, and pick one. You can also fill a unit's fields from its history page (the Your fields tab), a work order's from the maintenance board, and a lease's from the lease terms editor. On the phones, open Field values and tap a record, or open a property's menu and choose Your fields.
Every change is kept: who made it, when, and what it was before. Open Changes on any record to read it.
Export CSV downloads every record of one kind with a column for each field — the file you hand to an accountant, a lender or an insurer.
What residents see
A field marked Residents see it appears on the resident's My Home, under From your landlord, on the website and both apps — only for the home they lease, and only once it has a value. Residents can read these values but cannot change them, and they never see the fields you keep private.
Hiding and deleting a field
Hiding a field takes it off every form and list but keeps every value it holds, so you can bring it back. Deleting a field that holds values hides it instead, unless you choose Delete with its values — which removes the field and everything anybody filled in on it, and cannot be undone. A field nobody has filled in is simply deleted.
Asking your assistant
If you connect Seayora to Claude or ChatGPT, your assistant can read your custom fields ("what is the parcel number on 12 Main Street?") and propose a change ("set the gate code on 4B to 4417"). A proposed change waits in your Approvals queue until you approve it, and every value is checked the same way the form checks it.
Related features and guides
- Custom Fields — Documentation. How to add your own fields to customers, vendors, invoices, bills, items and jobs, and fill them in on the website and in the app.
- Renters Insurance — Documentation. Setting what you require, asking a resident for a policy, reading the certificate they send, and what Seayora will and will not decide for you.
- Utility Setup: The Building Utility Guide and Move-In Utilities — Documentation. Tell each resident which utilities to put in their name, who to call and by when, see who has done it, and find where a lease and your utility bills disagree.
- Maintenance Requests & Work Orders — Feature. Tenants submit work orders with photos and video from their phone. Landlords triage, dispatch, and track every request to completion in one place.
- Private In-App Voice Calls — Feature. Voice and video calls that run inside Seayora between two accounts — no telephone number is used on either side, so landlords, tenants and service pros talk without exchanging personal contact details.
- Compliance Alerts & Required Filings — Feature. Seayora watches your properties for new violations and works out which recurring filings each building owes, turns both into a dated checklist, and emails you when something new appears. Live violation data for New York City; rule-based filing obligations across the NYC metro.