How to Create a Custom Property

1. Why Create a Custom Property?

• Collect Unique Data: You may want to track specifics not included in HubSpot’s default properties (e.g., “Preferred Communication Channel” or “Project Milestone Date”).
• Improve Segmentation and Personalization: Having unique properties lets you build more refined contact lists. For example, you might filter contacts by their “Industry” or “Consulting Service Interest” to send personalized marketing campaigns or sales sequences.
• Better Reporting and Analysis: Custom properties can feed into HubSpot reports, dashboards, and workflows, giving you deeper insights into your contacts and pipeline.
• Optimize Workflows: Automate tasks using triggers based on your custom property values. For instance, you can set up a workflow to automatically email a client when their “Project Phase” changes from “Planning” to “Execution.”

2. Navigating to Property Settings

1. Log into HubSpot: Access your HubSpot account using your credentials.
2. Go to Settings: Click the Settings icon (gear icon) in the main navigation bar (typically top-right).
3. Select Properties: In the left sidebar, locate and click Properties.
4. Choose Object Type: You’ll see options for “Contacts,” “Companies,” “Deals,” “Tickets,” etc. Make sure Contacts is selected if you want to create a custom property for Contact records.

3. Creating a New Custom Property

Step 1: Click “Create Property”

• On the Contact properties page, look for the Create property
• Clicking this button will open a panel or pop-up where you’ll define your new custom property details.

Step 2: Set Basic Information

• Object Type: Confirm “Contact” is chosen so this property applies to your contacts.
• Group: Select the property group where this new property will live. By default, HubSpot has groups like Contact Information or Lead Information. You can also create a new group if you prefer to keep your custom properties separate for organizational purposes (e.g., “Consulting Properties”).
• Label: Enter a clear, descriptive name for your new property (e.g., “Consulting Budget,” “Project Start Date,” or “Preferred Consulting Format”).
• Internal Name: This is automatically generated by HubSpot based on the label. It’s used in the background (e.g., in integrations). You typically don’t need to change it.
• Description (Optional): Provide context about what this property is for. This is especially helpful if multiple people work in your HubSpot portal.

Step 3: Choose Your Property Type

HubSpot offers several property types. Pick the one that best fits the data you’re collecting:

• Single-line text: Short, freeform text entries (e.g., “Project Code”).
• Multi-line text: Longer responses or notes (e.g., “Consultation Notes” or “Background Description”).
• Dropdown select: Predefined options allowing only one selection. Good for standard categories (e.g., “Industry”).
• Radio select: Similar to dropdown but displayed as radio buttons.
• Multiple checkboxes: Let users select more than one option from a predefined list (e.g., “Preferred Meeting Days: Monday, Tuesday, Wednesday…”).
• Date picker: For storing any calendar date (e.g., “Contract Start Date”).
• Number: If you need a strictly numerical property, such as revenue or headcount.
• Calculation: Performs math on other numeric properties (e.g., sum, product, etc.).
• Score: Creates a custom score property (advanced use for lead scoring or segmentation).
• Boolean (Yes/No): A straightforward toggle for simple questions (e.g., “Signed NDA?”).

Step 4: Define Options (If Required)

• If you chose Dropdown select, Radio select, or Multiple checkboxes, you’ll need to enter a list of options for users to choose from.
• Use short, clear labels. For example, if creating a property for “Consulting Service Interest,” your dropdown might include “Strategic Planning,” “Operations Improvement,” “Marketing Advisory,” etc.

Step 5: Save or Create

1. Review your choices for accuracy.
2. Click Create (or Save) to finalize your new property.
3. Your custom property will now appear in your list of Contact properties.

4. Using Your New Custom Property

Manually Update Contacts

• Go to any contact record in HubSpot.
• Click View all properties or the “Edit” icon.
• Search for your new property in the sidebar or scroll to the property group where you placed it.
• Enter the appropriate information and Save.

Use in Forms

• If you have HubSpot forms on landing pages or your website, you can map a form question to your custom property.
• Every new submission automatically populates that property for the contact.

Bulk Import

• If you have data in a CSV file, you can import it into HubSpot and map the relevant column to your new custom property.
• This is especially useful for migrating data from another CRM.

Leverage in Workflows

• Go to Automation > Workflows in HubSpot.
• Create or edit a workflow and use your new custom property as a trigger, a condition, or an action (e.g., “If ‘Project Start Date’ is known, send onboarding email”).

5. Best Practices for Custom Properties

• Use Clear Naming Conventions: Make sure the property Label and Description are intuitive and self-explanatory, especially if multiple team members access HubSpot.
• Avoid Duplicates: Double-check existing properties before creating a new one to prevent confusion and messy data.
• Standardize Entries: If possible, use dropdowns, checkboxes, or radio selects instead of freeform text. This approach keeps data consistent and easier to segment.
• Keep It Simple: Overloading your database with too many custom properties can make it cluttered. Stick to the properties you truly need to gather insights and create action steps.
• Audit Regularly: Periodically review your custom properties to ensure they remain relevant. Deactivate or delete those you no longer use to keep your CRM clean.
• Document Usage: Maintain a simple reference document or wiki that outlines what each custom property is for, how it should be used, and who is responsible for updating it. This is particularly helpful if you collaborate with others or plan to scale your team.

6. Troubleshooting Common Issues

• Not Seeing the Property in a Contact Record: Make sure the property is created under the Contact object, not Companies or Deals. Also check whether you placed it in a specific property group that isn’t displayed in your default contact view.
• Workflow or Form Errors: Confirm that you’ve mapped the correct custom property in your workflow or form. Typos or mismatched properties can prevent data from updating properly.
• Incorrect Property Type: If you selected the wrong property type (e.g., “Single-line text” instead of “Number”), you can’t switch it later. You must create a new property with the correct type and migrate data accordingly.
• Permissions: Some users in your HubSpot account may not have permission to create or edit properties. If you’re on a team and someone can’t see or edit the property, check user permission settings.