Data & Fields

Data & Fields is where you add your own fields to Contacts, Opportunities, Properties, and Units, so Gene App's AI can read and use them. You can also rename, reorder and edit the standard fields, choose where each field shows, and give a kind of record your team's own name, for example Deals instead of Opportunities.

Open the field editor#

1. Go to Settings > Data & Fields.
2. Click an object, for example Contacts (or its kebab menu, then Edit).
3. Open the Fields tab.

Opportunities, Properties and Units work the same way. Companies has a Details tab only: custom fields for companies are not built yet, and its Fields tab says so.

The Data & Fields page itself is only an index. It has one tab, Objects, listing the standard objects as cards. Nothing is edited on it. Each object's own page carries the Details and Fields tabs, and Contacts has a third, New contact form (see New contact form).

• Opportunities: deals moving through your pipelines, with their stage, value and owner.
• Contacts: everyone in Gene App: leads, clients, owners and agents.
• Companies: businesses you work with, such as developers and agencies.
• Properties: your listings and projects, the inventory Gene AI can search.
• Units: the individual units inside a property.

Anyone who can view contacts (or the Pipeline, for opportunity fields) sees the custom fields, so view-only seats see them too.

Add a custom field#

1. On the object's Fields tab, select Add field.
2. Give it a name and pick a type: Text, Number, Date, Dropdown, Multi-select, Checkbox, or Price.
3. For Dropdown and Multi-select, enter the options. You can change them later in the field's Edit field window.
4. On Contacts and Opportunities you can also choose whether Gene fills it in and what Gene should look for.

The new field is added at the bottom of the list, which scrolls to it and highlights it for a moment. Once the object has folders, it lands at the end of No folder, above the first folder; drag it into a folder from there (see Folders).

Many fields#

From 12 fields, the Fields tab has a search box above the list ("Search 269 fields"). It matches a field's name, its key (what an import or the API calls it) and its type, and shows how many match, for example "3 of 269". While a search is typed, the folder names are hidden and the matching fields show as one list. Adding or restoring a field, or adding a folder, clears the search so the new row is in view. A long list shows its first rows straight away and fills in the rest a moment later.

Workspaces with more than 8 custom fields on contacts or opportunities, often after a Transfer from another CRM, also see a shorter view elsewhere:

• Contacts table: only the first 8 custom fields, in their order on this tab, start as columns. The rest are under Custom fields in the Columns picker, one click away, and what you switch on or off is remembered.
• A contact's details and the opportunity when you open it in the Pipeline: the fields are grouped by folder (see Folders), and each folder shows the fields that hold a value. The folder's name is its dropdown: it says how many fields are filled in ("3 of 16", or "16 fields" when none are), and clicking it opens the rest of that folder, or folds it again. Folders with nothing filled in are grouped under one N more folders line at the end of the list. From 12 fields, one search box above the folders ("Search 40 fields") searches every folder at once, open or closed, plus the fields in no folder. It matches a field's name, key and type, and shows the matching fields under their folder's name; with no match it says "No field matches". Folders have no search box of their own. The fields in no folder show the ones that hold a value, with Show all N fields for the rest. Without any folders, every field that holds a value shows, topped up with empty ones to 8, and one Show all N fields opens the rest.
• The Add contact dialog: of the custom fields switched on in New contact form, every one that holds a value shows, topped up with empty ones to 8. Show all N fields opens the rest, with a search box from 12 fields, and Show fewer fields folds them again.

Reorder the fields here to choose which ones come first. With 8 or fewer, everything shows as before.

Field names are unique#

Every field on an object needs its own name, built-in fields included. Capitals and spaces don't count, so "Type", "type" and "TYPE" are the same name. Contact and opportunity fields are checked against each other too, because an opportunity is stored on its contact.

A name that is taken is refused right under the box, for example "There's already a field called Type.", and Add field stays greyed out until you pick another. The same check runs everywhere a field gets a name: Add field, the Edit field window, the + between fields on a contact, renaming a column from the properties or units table, and New contact field... in the form builder.

Base fields and custom fields#

The Fields list holds two kinds of row:

• Base fields ship with the object. You can rename and reorder them, but not delete them or change their type. On Contacts they are: First name, Last name, Email, Phone, Lead source, Temperature, Budget, Timelines, Motive, Location, Objection, Lack of knowledge, Handover reason. Gene fills the last three from the conversation: the lead's objections and how Gene handled them, the questions Gene could not answer, and why it handed the lead to your team. Your team can edit them too. Opportunities has none: its stage, status, value and owner are set on the Pipeline itself.
• Custom fields are the ones your workspace adds.

What you can do per field#

• Edit: click the field's name, or the pencil, to open the Edit field window (see Edit a field).
• Reorder: drag the handle. The order carries into the object's detail view and onto Pipeline cards, and decides which fields come first when there are many (see Many fields). On Contacts and Opportunities, drop a field on another folder's field or on a folder's name to move it into that folder (see Folders).
• Shown / Hidden (Properties and Units only): the eye toggle on the row. Hover it to see exactly where the field shows for that object (see Where a field shows). Hidden fields keep their values. Contact and opportunity fields have no such switch: delete a field to take it away, and restore it from Deleted fields to bring it back.
• Gene fills / Gene doesn't (Contacts and Opportunities only): on by default. While it is on, Gene fills the field from conversations by itself. Property and unit fields are typed in or imported, so they have no such switch.
• Contact & opportunity / Contact only (custom contact fields) and Contact & opportunity / Opportunity only (opportunity fields): see Contact and opportunity fields. Built-in contact fields always read Contact & opportunity, with no switch, because they always show on both.
• Delete (custom fields only): asks to confirm, then the row goes away but Gene App keeps the values. The field moves to Deleted fields at the bottom of the same Fields tab. On Contacts and Opportunities, this is how you take a field off the screens.
• Restore: see Restore a deleted field.

Edit a field#

The Edit field window holds everything about one field. Every change saves as you make it, there is no Save button.

• Name: rename the field. Only the display name changes, the saved values stay. A name another field already uses is refused.
• Type: change it as long as the values already saved fit the new type. A type that doesn't fit is greyed out, and picking it shows why, for example "3 properties have a value here that isn't a number". Clear or fix those values first, or add a new field. A field with nothing saved in it can become any type. Base fields keep their type.
• Options (Dropdown and Multi-select): rename an option, give it a colour, drag to reorder, add or remove one. Renaming keeps it picked on every record that has it. An option in use shows "N in use", and removing it asks first: records that picked it keep it as their value, but it is no longer offered. Turning a Text field into a Dropdown makes its saved values the options.
• Where it shows: on a property or unit field, the same Shown switch as on the row, worded for that object. On a contact or opportunity field, the contact and opportunity switch, and once the object has a folder, Folder picks the folder it sits in, or No folder.
• Gene (Contacts and Opportunities only):
  • Let Gene fill this in: the same switch as Gene fills on the row. Fields brought in by a Transfer from another CRM arrive with it off.
  • What should Gene look for?: describe what belongs in the field ("the buyer's budget in USD") so Gene recognizes it.
  • Required for qualification: Gene keeps asking a lead until the field is filled.

Where a field shows#

A contact or opportunity field shows until you delete it:

• Contacts: the contact's details, the contacts table and the new contact form. A deleted field leaves all three, and Gene stops filling it in.
• Opportunities: the opportunity when you open it in the Pipeline, and its card. A deleted field leaves both, and Gene stops filling it in.

A field in a hidden folder is off those screens too, until the folder is shown again (see Folders).

What Hidden takes away on the other objects:

• Properties: the properties table, the property editor and your client portal. Gene also stops sharing it with leads, unless you switch it on under AI visibility on the Properties page. For a built-in property field, hiding only removes its column from the properties table.
• Units: the units table, the units import and your client portal. Built-in unit fields have no eye.

Contact and opportunity fields#

An opportunity is its contact placed in a pipeline, so an opportunity field's value is saved on the contact. It is the same value wherever you edit it.

• Opportunity fields are for the deal itself. They show in the Opportunity section when you open a card on the Pipeline, where the + between them adds another one (shown whenever every field is on screen, not while some are folded inside a closed folder or behind Show all, or a search is typed). Switch on Also show on the contact and the field also shows, and can be edited, on the contact's page, in the contacts list popup and in the Inbox contact panel, as long as the contact has an opportunity.
• Contact fields are already in the details when you open an opportunity. On a custom contact field, switch on Also show on the opportunity card to put the value on the contact's card on the Pipeline board as well. The built-in contact fields (name, email, phone, lead source, temperature, budget, timelines, motive, location, objection, lack of knowledge, handover reason) always show on both, so they read Contact & opportunity and have no switch.

Each side also lists the other side's fields that show on it, so you can find and edit them from either place:

• Opportunities > Fields ends with From contacts: the built-in contact fields and every custom contact field switched to Also show on the opportunity card.
• Contacts > Fields ends with From opportunities: every opportunity field switched to Also show on the contact.

Click one of them to open its Edit field window, the same one as on its own object. Clicking its Contact & opportunity chip there switches it off, and it leaves the list.

A Pipeline card shows the filled values of its opportunity fields first, then of the contact fields switched on, in the order of the Fields list: up to 4 lines on a computer and 2 on a phone. Empty fields are left off the card.

Folders#

Contact and opportunity fields can be grouped into folders. A folder is only a heading: the fields in it keep their values, and a field moves in or out without losing anything.

• Add folder, next to Add field, makes a folder called New folder and puts its name in a box: type the name and press Enter. Click a folder's name to rename it later. Each folder needs its own name on that object.
• Put a field in a folder: drag it onto the folder's name, or onto a field already in the folder, or pick the folder under Folder in the field's Edit field window. Drag it onto No folder to take it out. Built-in fields stay out of folders.
• Reorder folders: drag a folder's name onto another folder's name.
• Hidden: a folder is no longer hidden from the Fields tab, so a shown folder's row has no switch. A folder hidden earlier stays on the Fields tab, greyed and marked Hidden, and its fields stay off the same screens a deleted field leaves: on Contacts the contact's details, the contacts table and the new contact form, on Opportunities the opportunity in the Pipeline and its card. Their values are kept and Gene still fills them in. Click Hidden to show the folder again. On a contact or an opportunity, hidden folders are also listed under N hidden folders at the end of the fields, each with Show, which shows the folder again for the whole workspace, the same as clicking Hidden here.
• Delete: the bin on the folder's row asks to confirm. The folder goes away and its fields stay, outside any folder.

On a contact, the fields in no folder come first under Custom fields, then each shown folder under its name, and the same for the Opportunity section. With more than 8 fields in all, each folder shows its filled fields and its name opens the rest, and the folders with nothing filled in sit under one N more folders line at the end (see Many fields).

The + between two fields of a folder adds the new field to that folder. A field is renamed here in Data & Fields, not from the contact or the opportunity.

A Transfer from GoHighLevel or Gene 2.0 brings the old folders across and puts each field in its folder: contact folders on Contacts, opportunity folders on Opportunities.

Restore a deleted field#

Every deleted custom field is listed under Deleted fields at the bottom of the object's Fields tab (for example Settings > Data & Fields > Contacts > Fields). A contact or opportunity field that was hidden before the Shown / Hidden switch gave way to deleting is listed there too.

Click Restore and the field comes back with all its values, exactly as it was. A field that was hidden comes back shown. You do this yourself, there is no need to ask the Gene team. If another field has taken its name in the meantime, rename that one first.

New contact form#

The New contact form tab on Contacts (Settings > Data & Fields > Contacts > New contact form) chooses which fields the Add contact dialog on the Contacts page shows, and which must be filled in before Create contact works. Only a manager or admin can change it; other seats see the settings greyed out. Managers and admins can also get here from the dialog itself, with Customise this form at its top.

Out of the box Gene's standard fields (name, email, phone, source, location, and budget, timelines, temperature and motive for a Lead) are on the form and every custom field is off, so the dialog stays short until you add the ones you want.

Each field has a row with two controls:

• On the form: a switch. Off, the field is left out of the dialog. Turning it off also turns off Required.
• Required: a tick box, only while the field is on the form. A required field gets a red asterisk in the dialog, and Create stops until it is filled: each empty one reads "Required to create this contact." and a line above the buttons names them, for example "Fill in Budget and Phone to create this contact." An unticked checkbox field counts as empty.

What is listed and what is fixed:

• The built-in fields the dialog uses (First name, Last name, Email, Phone, Lead source, Temperature, Budget, Timelines, Motive, Location), then every custom contact field, with its folder named under it. From 12 fields a search box sits above the list.
• First name is always on and always required.
• Temperature, Budget, Timelines and Motive read Shown for Leads: the dialog only asks them when the type is Lead, so they are only required for a Lead.
• Type and Interested in always show and are not listed.
• A field in a hidden folder is never on the dialog, whatever is set here, so it is not listed either. A deleted field is not on it either.

Out of the box the standard fields are on the form, every custom field is off, and only First name is required. A new custom field starts off the form and optional; switch on On the form to add it to the dialog. Each change saves as you make it. This only shapes the dialog: imports, lead sources, forms, the API and Gene still create contacts with whatever details they have.

Rename an object (Details tab)#

Each object's Details tab starts with one card, Rename <objects> (for example Rename opportunities), with two fields:

• Name: what one record is called, for example Deal.
• Plural name: what several are called, for example Deals.

Under each field a hint suggests a name, such as "For example, Deal" on Opportunities, "Client" on Contacts, "Organization" on Companies, "Listing" on Properties and "Apartment" on Units. Names can be up to 40 characters. Only the name changes: the records, their fields and how they work stay the same.

The new name shows in these places, and only these:

• Opportunities: the Pipeline page (the count next to the title, the New opportunity dialog and its Add button, on a computer and a phone), and Gene AI's answers.
• Contacts: the menu (computer and phone), the Contacts page heading and count, the browser tab, and Gene AI's answers.
• Companies: Gene AI's answers only.
• Properties: the menu (computer and phone), the Properties page heading, the browser tab, and Gene AI's answers.
• Units: the units list on each property (its heading, Add unit button, empty note and add window), and Gene AI's answers.

Reports, imports, placeholders, field names and the rest of Gene App's wording keep the standard name. The Pipeline menu item keeps its name too, since it names the board, not the opportunities on it. Gene AI uses your names when it talks to you, but its tools and filters still use the standard ones.

To undo a rename, click Go back to under the fields, for example Go back to Opportunity / Opportunities on Opportunities. It shows once either name differs from the standard one.

An object always keeps a name. Clear either field and it reads "Add a name. Until you do, Gene keeps the last one.", the marker says Not saved, and the last name stays in use until you type a new one.

Every change saves on its own as you type, there is no Save button. If you try to close or reload the browser tab while a change is still saving, the browser asks before you leave.

There is no setting for more than one opportunity per contact. An opportunity is the contact itself placed in a pipeline, so each contact has one. Adding a contact that is already on the pipeline moves its opportunity to the stage you picked instead of creating a second one (see New opportunity dialog).

What is NOT here#

Only the fields listed above are configurable. The rest of a contact's built-in fields are fixed parts of the product and do not appear on this page at all:

• Company or person, and labels (Lead, Owner, Developer, Agent, Partner, Employee). Set in the Type section of the contact's details. The six labels are fixed.
• Pipeline stage, assignee, followers, tags.
• The AI-captured extras Gene promotes onto the contact (Project and the rest).

A property's Type and Status are free-text fields, so they have no options to edit here. Rename, merge, remove or add their choices on the Properties page: open the Type or Status filter and pick Edit options (see Edit the type and status choices).

If someone wants a value that does not exist as a built-in field, the answer is a custom field, not a change to a built-in one. For something about the deal rather than the person, make it an opportunity field.

Tips#

• Field names appear in object lists and detail views. Keep them concise.
• Gene App reads values you enter in custom fields and uses them to personalize outreach and understand your leads and properties.
• "What should Gene look for?" is worth filling in on any field you expect Gene to fill from a conversation. Without it Gene has only the field name to go on.

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Details#

How the Data & Fields screen is laid out, for when you need to look something up. Data & Fields appears in Settings only where enabled for your account.

• The index page has one tab, Objects: a card per standard object (Opportunities, Contacts, Companies, Properties, Units). Each card opens that object's page, and its menu has Edit.
• Each object's page has the Details tab (see Rename an object) and the Fields tab (see Add a custom field). Contacts also has the New contact form tab (see New contact form). The open tab is kept in the address (#details, #fields, #form). Companies shows a "coming soon" note on its Fields tab.
• No Values tab: the tab for custom values ({{custom_values.*}} merge tokens, kept in folders) is not shown.