Custom Field Types
Overview
Custom fields help you to tailor spaces to your workflow. This is a feature that allows you to create tags or additional descriptions of the card. With custom fields, you can capture specific information, track important details, and organize your work in a way that makes sense for your team.
Custom field types:
- Short Text
- Long Text
- Number
- Money
- Single Select
- Multi Select
- Date & Time
- Start & End Dates
- User
Example: All custom fields used in the card are visible in the Custom fields tab.
Short Text
Short text custom field is intended for entering short, single- or few-word text information without formatting. It is used to capture specific, unique, and concise identification details.
Examples of use:
Contract Number – Entering a unique case identifier or contract number:
CONTRACT-2026-05Client Name – Typing the name of an external client or company for whom the card is dedicated:
Company ABCDevice Serial Number – Providing a short reference string:
SN-98432-XYZ
Long Text
Allows for entering longer text formats. Unlike short text, this field can contain formatted text (Rich Text) and is used to record more detailed descriptions, comments, or notes within a dedicated section of the card.
Examples of use:
- Acceptance Criteria – Saving detailed customer requirements or card acceptance criteria:
Feature Performance: Must load under 2 seconds.
Data Management: User must be able to export data to CSV format.
Security: Password field needs masking enabled.
- Meeting Summary – Adding a summary of agreements from the last meeting regarding this specific task:
Discussed the design layout with John. Agreed to proceed with the blue color palette and simplified navigation.
- Standard Operating Procedure – Pasting a short instruction or procedure for the person executing the card:
- Pull the latest main branch.
- Run the staging tests.
- Deploy using the script.
Number
Stores purely numerical values. It is used to keep track of measurable parameters of a project or task directly on the card.
Examples of use:
Version Number – Indicating the target software release version for a feature or bug fix:
12Requested Vacation Days – A placeholder showing the exact number of days an employee has requested off on a leave-request card:
10Quantity Ordered – A simple counter showing how many units of a product need to be manufactured, packed, or shipped for that specific card:
150
Money
A special type of numerical field that automatically formats the entered value as a financial amount with a currency symbol, serving as an informational reference for budget tracking.
Examples of use:
-
Procurement Cost – Indicating the cost of purchasing licenses, subcontracting, or materials related to the card:
$1,250.00 -
Potential Revenue – Entering the generated revenue or the value of a specific sales opportunity:
€25,000.00 -
Training Course Cost – The price of a professional certification or seminar requested by an employee on an HR development card:
£450.00
Single Select
The single select custom field is equivalent to the former list feature. The user selects one option from a predefined catalog. Importantly, KanBo allows you to group cards by this field, creating alternative columns in the Kanban view.
Examples of use:
Geographical Region – Dividing by continents or countries, where moving a card to another column automatically changes its geographical assignment:
EuropeProject Phase – Defining a project phase where a card can only be in one phase at a time:
DevelopmentTask Type – Categorizing the core nature of the card to define its workflow:
Bug
Multi Select
The multi select custom field is the equivalent of the former label feature. It allows you to assign multiple tags to a card for flexible categorization and easy filtering. Like the single-select field, this field gives you the ability to group cards into alternative columns in Kanban view.
Examples of use:
Involved Departments – Indicating the departments involved in a task by simultaneously checking multiple options:
Marketing, IT, HRTools/Access to Grant – A list of software and applications that a new employee needs to be granted access to:
Slack, GitHub, Salesforce, Office 365Target Platforms – Indicating which operating systems or devices a specific feature should work on, or where a bug occurs:
iOS, Android, Web, Windows
Date & Time
It is used for the precise recording of a point in time (a specific day and hour) and provides additional time-related information that is independent of the card’s main system dates, such as the system due date.
Examples of use:
Client Presentation – Recording the exact time of a planned meeting with a client or a presentation of results:
June 7, 2026, 2:00 PMTicket Submission Time – Registering the exact moment an official complaint or claim was received:
June 1, 2026, 9:15 AMProduction Deployment Window – The planned hour for deploying a system update to the production server:
June 5, 2026, 11:00 PM
Start & End Dates
It is used to define the start and/or end dates, as well as the duration, of a process or period of card validity.
Examples of use:
Sprint Allocation – Defining the exact duration of a development cycle:
Sprint 24: Jun 1, 2026 – Jun 14, 2026Vacation Duration – Specifying the exact period and type of an employee’s leave for an HR card:
Leave: Jun 15, 2026 – Jun 22, 2026Maintenance Window – Defining the scheduled title and timeframe during which system preservation work will be conducted:
Q3 Server Upgrade: Jul 4, 2026 – Jul 5, 2026
User
Enables the selection of a specific person from the KanBo platform user database. This allows you to assign individuals to specific roles within a task that go beyond standard card assignment.
Examples of use:
Quality Approver – Designating a “Reviewer” or “Approver”—the person responsible for the quality acceptance of the task:
John DoeAccount Manager – Indicating a dedicated Account Manager for a sales card:
Jane SmithTechnical Lead – Marking a “Tech Lead” who supports a given sub-team:
Robert Johnson
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