How to create and edit custom properties in HubSpot

What Are Properties?

Properties are the essential building blocks of your HubSpot CRM that store specific information about your records. Think of them as custom fields that help you organize and track important data about your contacts, companies, deals, and other objects in your CRM.

Types of Properties

Default Properties

Before creating custom properties, explore HubSpot's default properties as they might already meet your needs. These built-in properties are designed to cover common business requirements and are optimized for HubSpot's reporting and automation features.

HubSpot Default Contact Properties List

HubSpot Default Company Properties List

HubSpot Default Deal Properties List

Custom Properties

Custom properties allow you to store unique information specific to your business needs that isn't covered by default properties. For example, you might create a custom property to track:

• Industry-specific certifications
• Customer preferences
• Special account requirements
• Custom scoring metrics

Creating Custom Properties: Step-by-Step Process

Initial Setup

Begin by accessing your property settings through these steps:

1. Click the settings icon in the top navigation bar of your HubSpot account
2. Navigate to "Properties" in the left sidebar menu
3. Select the appropriate object type from the dropdown menu
4. Click "Create property" in the upper right corner

Essential Property Details

When creating a new property, you'll need to specify:

1. Property Label: Create a clear, descriptive name that will appear throughout HubSpot. For example, "Client Industry Sector" or "Annual Contract Value."
2. Internal Name: This is the backend identifier for your property that will remain constant and should be used for integrations. Once set, it cannot be changed.
   1. HubSpot Team
      • Select from HubSpot teams
      • Team assignment tracking
   2. HubSpot User
      • Select from HubSpot users
      • Owner assignment
   3. Property Sync
      • Syncs data between properties
      • Cross-object functionality

Maintains data consistencyField Type Selection: Choose the appropriate field type based on what kind of data you're collecting:

Text-Based Fields

1. Single-line Text
   • Best for brief, simple text entries
   • Examples: First name, Job title, Product SKU
   • Can be set as a unique identifier
   • Suitable for searchable properties
2. Multi-line Text
   • Used for longer text content
   • Perfect for descriptions, notes, or biographies
   • Supports multiple paragraphs
   • No formatting options included

Numeric Fields

1. Number with multiple formats:
   • Formatted Number (1,000,000)
   • Unformatted Number (1000000)
   • Percentage (75%)
   • Currency (uses account's default currency)

Date and Time Fields

1. Date Picker
   • Calendar interface for date selection
   • Can restrict to past/future dates
   • Optional weekday-only setting
2. Date and Time Picker
   • Includes both date and time selection
   • Supports timezone configuration
   • Can show relative time

Selection Fields

1. Dropdown Select
   • Single selection from predefined options
   • Customizable option ordering
   • Supports conditional logic
2. Multiple Checkbox
   • Allows multiple selections
   • All options visible at once
   • Best for multiple choice data
3. Radio Select
   • Single selection required
   • All options visible at once
   • Better for fewer options

Advanced Fields

1. Calculation
   • Computed from other properties
   • Supports mathematical formulas
   • Auto-updates when source changes
2. Score
   • Numeric scoring system
   • Based on defined criteria
   • Perfect for lead scoring
3. File
   • Private (only visible to HubSpot users)
   • Public (accessible via URL)
   • Secure document storage

Boolean Fields

1. Checkbox
   • Simple yes/no field
   • True/false values
   • Clear visual indicator
2. Toggle
   • Switch-style interface
   • On/off states
   • Modern UI element

Setting Property Rules

Consider these important rule configurations:

1. Form Integration: "By default, your property will be available in HubSpot forms, pop-up forms, and chatbots. If you want to restrict this, you'll need to explicitly disable the 'Show in forms' option."
2. Data Validation: "Set specific validation rules to ensure data quality. For example, you can require unique values to prevent duplicates, or set date restrictions to only allow future dates for deadline properties."
3. Access Control: "Carefully configure who can view and edit your property. You can make it private to super admins, allow everyone to view but restrict editing, or create custom access levels for specific teams."

Property Management Best Practices

Regular Maintenance

Implement these practices to maintain clean data:

• Regularly review your properties to ensure they're still relevant
• Archive or delete unused properties to prevent clutter
• Document any changes made to property configurations
• Monitor property usage in workflows and lists

Data Quality Control

Follow these guidelines to maintain high-quality data:

• Use clear, consistent naming conventions
• Set appropriate field validation rules
• Regularly audit property values for accuracy
• Create documentation for property usage guidelines

Advanced Property Features

Calculation Properties

"Use calculation properties to automatically compute values based on other properties. For example, create a property that calculates the total value of all deals associated with a company."

Conditional Logic

"Set up conditional logic for dropdown properties to show different options based on previous selections. This creates a more dynamic and relevant data collection process."

Troubleshooting Common Issues

Property Not Appearing

If a property isn't showing where expected:

• Verify the property's visibility settings
• Check user permission levels
• Confirm the property is enabled for the intended use case
• Review any workflow conditions affecting the property

Check here for step by step guide.