Tracking custom fields consolidates your info, and prevents errors due to outdated or inaccessible data. Custom fields help workflows by making it easier for you to evaluate, categorize, report on and customize communications. Learn how to plan and set up custom fields in association management.

1. W E B I N A R S

2. WHERE DO I PUT THAT?
I’ma give you a great webinar today.
But First...

3. How Do You Track All Your
Extra Information?

4. After 18 years at TOPS, I
am the office historian.
- Andrea Drennen, CMCA

6. PLANNING YOUR CUSTOM FIELDS
What do you need to track?
Where does it belong?
(category/screen)
How you want to enter it?
(free form gives you the least amount
of control)
How you intend to use it?
(search, reporting, letters)

7. WHAT DO YOU NEED TO TRACK?
How to choose which data should become custom fields

8.  IF YOU NEED TO WRITE IT DOWN
 IF YOU WILL EVER
COMMUNICATE IT TO A RESIDENT
 IF YOU USE IT MORE THAN ONCE
 IF ANYONE OTHER THAN YOU
USES IT
…THEN IT SHOULD BE TRACKED!
WHAT SHOULD YOU BE TRACKING

9. WHERE SHOULD IT GO?
Best practices for organizing custom data

10. THE COMMUNITY ASSOCIATION DATA STRUCTURE
Community
Properties
Homeowners
Work Orders
Architectural
Requests
ViolationsRenters
Vendors
Banking
Service
Providers
Contractors

11. GROUPING CREATES CONTEXT

12. HOW WILL YOU USE IT?

13. WAYS YOU CAN USE CUSTOM FIELDS
 Lookup (internal)
 Notes
 Sorting/Filtering/Tagging
 Reporting
 Communications
Each of these
options informs
how you name
your fields, and
what data types
you should set.

14. “
”
No matter how obvious a field name is to
you, chances are someone is going to be
confused by it.
 Clear
 Informative
 Short (for reporting)
 Easily distinguished from other fields
 Unique
 Context Clues
NAMING CONVENTIONS: BEST PRACTICES

15. Short Text
(single line –
~100 characters)
Long Text
(multi line –
~500 characters)
Number
(Whole, Decimal,
Currency)
Date
(date picker)
Checkbox
(yes/no or on/off)
List
(select from a
predefined set of
options)
DATA TYPES (HOW DO YOU INTEND TO USE IT?)

16. CUSTOM FIELD PLANNING BOARD
Module Category Label Type

17. GARBAGE IN, GARBAGE OUT

18. SAMPLE CUSTOM FIELDS
COMMUNITY
• Annual Meeting Date
• Board Meetings are
Held On
• Percent Required for
Quorum
• Other Policies
• Trash Pickup Day
• Recycling Pickup Day
• Estoppel Processing
Fee
• Document Request
Fee
• Emergency Contact
BOARD/COMMITTEE
• Training Completed?
• Date of Last Board
Training
• Term Expiration Date
BANKING
• Active CDs
• Interest Rates
• Maturity Dates
PROPERTY
• Parking Spaces
• Gate Access Code
• Boat Slip
• RV Space
• Bedrooms
• Bathrooms
• Garage
• Water Heater
Inspection Date
OWNER/RESIDENT
• Pool Pass
• Amenity Access Code
• Birthday
• Anniversary
• Move-in Date
• Move-out Date
• Lease Start Date
• Lease End Date
• License Plate
• License
• Service Animal (y/n)
• Shirt size
• Children’s names
• Pet names
• Pet Breed/size
• Service Animal (y/n)
• Generator
• Medical

19. QUESTIONS? REQUESTS?
andread@topssoft.com