Organize private fields, tags and project types

Open CRM & project types to organize inquiries and projects. Open Client & contact field profiles for reusable fields about a client relationship or an additional person. Both are private to the current business. Full workspace operators can manage them; shared wedding participation does not grant access.

Configure a job type

Add a project type such as Portrait session with a short description and private fields. For example, add a required Delivery preference choice with Digital gallery and Print consultation, followed by an optional Travel needed checkbox. A conditional Destination field can become required only when travel is selected.

Field keys identify answers. Use distinct keys, keep conditions after the field they depend on, and choose explicit options for choice fields. The editor supports text, longer text, email, phone, number, date, choice and checkbox fields, with at most 40 fields. A required checkbox means it must be checked; leave it optional when both Yes and No are valid answers.

In a record's editor, use Find to locate the exact project type, then enter its answers. New public inquiry forms can also select this job type. Published forms retain their original questions and type assignment; changing today's type does not rewrite an accepted submission. See conditional public inquiries.

Type names, descriptions, fields and availability have a revision. If another operator saves while you are editing, your stale save is rejected. Reload the current version and review your changes. An unchanged retry uses its original request identity and cannot create a second type or repeat a saved change.

Archiving a type prevents new assignment while retaining the definition, history and existing references. Use Show archived types to restore it. Changing or restoring a field definition invalidates any earlier outbound-field approval that depended on it; returning to the same spelling does not restore that approval.

Reuse tags across records

Choose Inquiries, Clients or Projects in the record filter. Open a record and enter tags separated by commas, such as Portrait, Referral. Repeated copies of the same text are stored once. Use Filter by exact tag to find other records with that value.

Tag filtering includes capitalization: Referral and referral are different values. Tags are reusable text labels, not a managed taxonomy with automatic rename or synonym matching. Removing a tag from one record does not remove it from another.

The list shows up to 25 records per page. Next 25 records keeps your record kind, name and tag filters. Type management shows 10 definitions per page; definition pickers search and load 25 results at a time. These are explicit pages, not a claim that the first page contains every match.

Saving tags preserves unrelated existing answers. An inquiry tag change can trigger a configured lead workflow once. Merely tagging a Client or a standalone project does not create a lead or enable project automation.

Store client and individual-person preferences

Create a private field profile, such as Portrait client preferences. A client can have several kinds of projects, so their profile is separate from their job types.

Open Contacts & record history, choose the client and find Private client fields. Under Everyone involved, each saved additional contact has its own Private contact fields panel. A person's fields are stored separately from the primary client's fields and from another person's answers.

For example, Jordan's client relationship may have Session count: 0 and Travel needed: No, while assistant Taylor has Session count: 3 and a different delivery preference. Zero and No are valid optional values and remain visible after refresh.

1. Search for a profile with Find, then select its exact revision.
2. Enter the answers. Choosing another profile starts a blank form; matching names or keys never copy answers automatically.
3. Select Preview field changes to see the original and proposed values side by side.
4. Confirm that you reviewed the exact values, then select Save reviewed fields.

Every applied edit requires this review. If the record, contact or profile changes after the preview, prepare a fresh one. Neither an old approval nor a retry can override another operator's edit.

Retained definitions, older answers and profile changes

Saving a profile creates an immutable definition version. A record that already uses it keeps its existing version and answers. The record tells you when a newer version is available. Select the newer version deliberately, enter its answers and review the change before switching.

A renamed field is not assumed to have the same meaning as another field with the same key. A removed or hidden answer is excluded from the newly saved form, while the previous answer and its original definition remain in Private record history. The history links the saved profile change to the client or exact additional contact.

Older Client custom fields that had no associated definition remain visible under Earlier unassociated fields. Saving typed fields does not overwrite this original JSON or assign it a guessed schema. Re-enter a value in the new profile only after deciding that it means the same thing.

Archiving a profile preserves its versions and saved answers. Existing values remain readable, but editing with the archived profile is blocked. Restore the profile or select another active profile and review the replacement. Archived or merged client records and archived contacts must also be restored before editing; linked merge originals remain readable and retain their own answers.

Permissions and recovery

Private fields do not invite anyone, change the current message recipient, enroll anyone in SMS, grant wedding access or create billable seats. New client/person profiles do not automatically expose values to email or text templates. Outbound field disclosure is a separate, explicit permission.

A scoped API caller uses the same validation, source revisions, review hash and request identity as the web editor. Current access is checked after database waits and again on a replay. Revoked access cannot reuse a saved mutation receipt.

If a save is interrupted, retry the unchanged form. If the saved source changed, reload instead of repeatedly submitting an old review. The original record, profile versions and history remain available. This feature does not combine projects, financial records or conversations, and it does not provide an automatic undo of a reviewed merge.