Customization Guide

HotCRM is designed to be customized without writing code. As an admin or power user, you can add fields, create objects, redesign page layouts, and automate business processes — all from the setup interface.

Custom Fields

Add fields to any standard or custom object to capture data unique to your business.

Supported Field Types

• Text: Single-line or multi-line text for names, descriptions, and notes
• Number: Integer or decimal values for quantities and scores
• Currency: Monetary values with automatic currency formatting
• Date: Date or Date/Time for deadlines, milestones, and timestamps
• Picklist: Dropdown selections for standardized values (e.g., Industry, Lead Source)
• Checkbox: True/false toggles for flags and opt-ins
• Lookup: Reference fields that link records to other objects (e.g., Contact → Account)

Field Configuration

• Required vs Optional: Mark fields as required to enforce data entry at the point of creation
• Validation Rules: Define conditions that data must meet — "Discount cannot exceed 40%," "Close Date must be in the future"
• Formula Fields: Create calculated values from other fields in real-time (e.g., annual_revenue = monthly_revenue * 12)
• Field-Level Security: Control which user profiles can view or edit sensitive fields such as salary, commission, or SSN

Custom Objects

When your data doesn't fit into standard objects like Account, Contact, or Opportunity, create a custom object.

When to Create a Custom Object

• Tracking information that has no natural home in existing objects (e.g., Projects, Assets, Certifications)
• Managing many-to-many relationships between existing objects (junction objects)
• Building a vertical application on top of HotCRM (e.g., Property Management, Event Planning)

Configuration Options

• Naming Conventions: Use clear, singular names that describe the record (e.g., Project, Certification)
• Relationships: Define Lookup or Master-Detail relationships to connect your object to existing data
• Enable Features: Turn on search indexing, REST API access, and field history tracking per object

Page Layouts

Control how record detail pages appear to users by organizing fields, sections, and related data.

• Sections & Tabs: Group related fields into collapsible sections or separate tabs for a clean interface
• Conditional Visibility: Show or hide fields based on record type or user role — sales reps see different fields than support agents
• Related Lists: Display child records on a parent page (e.g., Contacts and Opportunities on an Account page)
• Quick Actions: Add buttons for common tasks like Log a Call, Send Email, Create Follow-Up Task, or Change Owner

List Views

List views let users browse, filter, and manage records in a table format.

• Custom Views: Create views tailored to specific workflows — "My Open Opportunities," "Unassigned Leads," "High-Priority Cases"
• Column Selection: Choose which fields appear as columns and set their display order
• Filter Criteria: Combine multiple conditions to narrow results (e.g., Stage = Negotiation AND Amount > 50,000)
• Sorting & Grouping: Sort by any column and optionally group records by a category field
• Sharing: Share views with your team, a specific role, or the entire organization
• Inline Editing: Edit field values directly in the list view without opening the full record

Workflow Automation

Automate repetitive tasks and enforce business rules without writing code.

Approval Processes

Route records for approval based on criteria — for example, any discount above 20% requires manager sign-off before the quote is finalized.

Validation Rules

Prevent invalid data from being saved. Examples: "Close Date cannot be in the past," "Phone number must include a country code."

Assignment Rules

Automatically route new records to the right owner based on territory, round-robin, or custom criteria.

Escalation Rules

Auto-escalate overdue items — if a support case is not resolved within 24 hours, reassign it to a senior agent and notify the manager.

Best Practices

1. Plan Before You Build: Map out your data model and relationships on paper before creating custom objects and fields
2. Use Picklists Over Free Text: Standardized values improve reporting accuracy and make filtering reliable
3. Limit Required Fields: Too many required fields slow down data entry — only require what is truly essential
4. Review Regularly: Audit unused fields and objects quarterly to keep your org clean and performant
5. Document Your Changes: Maintain a changelog of customizations so future admins understand why each field or rule exists