Choose the field type that matches the information you need—not a second copy of data already stored elsewhere. A field definition controls what a board stores; a field value is the information on one card.
Find board fields
Open the board and select Settings (⚙️) → Board Fields. Search existing fields before selecting New Field. For creation, groups and configuration steps, see Create and organize board fields.
Choose quickly
- One category: Dropdown. Several categories: Multiple Select.
- Quantity, money or rate: Number, Currency or Percent—not text.
- Existing person, property or workflow: link the record rather than copying its details.
- Existing source value: mirror it. Derived result: calculate it.
- Work to complete: create a task with an owner and deadline, not just a note.
Field reference
Available choices can depend on the board. Use these definitions and examples to choose a type.
Type | Purpose and example |
Address | Address information for map-based use; consider a linked location when the record already exists. |
AI Computed Field | Computes a value from card data and a custom prompt, such as a summary. Review AI output before relying on it. |
Attachment | Upload supporting files, such as inspection photos. Template attachment behavior depends on the template workflow. |
Calculated Field | Derive a value from other fields and formulas, such as a total. |
Card Id | Unique card identifier for reference and reconciliation. |
Checkbox | Yes/no condition, such as “Documents reviewed”; not a general refresh button. |
Cover Photo | Card thumbnail in Kanban, such as a property image. Review the view’s display configuration. |
Currency | Monetary amount, such as rent or a fee. Current settings offer USD and Canadian Dollar. |
Date | Date for scheduling or tracking, such as notice received. Review available time settings. |
Dropdown | One configured option, such as property type. |
Email | Email address for the workflow; reuse a linked contact when appropriate. |
Embed Video | Video from a source link, such as a walkthrough. |
Link to an Ad Source | Advertising-source relationship on lead boards. |
Link to Another Card | Relationship across boards, such as a work order linked to a project. |
Link to Contacts | Connected contact record(s), such as an owner or vendor. Review contact-type and single/multiple configuration. |
Link to Events | Related event, such as a tour or inspection appointment. |
Link to Locations | Related location record, such as a unit or building. |
Long Text | Longer plain text, such as a description. |
Mirror Card Field | Selected information from another card or location. |
Mirror Contact Field | Selected information from linked contacts; confirm which contact supplies the value when several are linked. |
Multiple Select | Several configured options, such as included amenities. |
Number | Numeric value; the picker describes whole numbers. Check precision before using fractional measurements rather than assuming a rounding rule. |
Percent | Percentage, such as a management fee rate. Confirm expected input when using formulas. |
Phone Number | Phone number for the workflow. |
Rich Text | Formatted text and media, such as detailed instructions. |
Short Text | Short value, such as a reference code or label. |
Tags | Flexible keywords; agree on spelling and capitalization. |
Task List | Actions associated with the card. |
Team Member | Aptly user linked to a role, such as property manager; not a replacement for the card’s Assignee. |
URL | Web link to an external resource or record. |
Keep fields useful
Give each field one clear purpose. Prefer “Notice received date” to “Date,” and add a description when the meaning is not obvious. Reuse system fields and relationships before creating another address, owner name or status.
Mirror fields display source data, not independent copies to maintain. Confirm the source and Read Only configuration; edit the authoritative source when appropriate. Refresh and editing behavior depend on configuration.
Standard editors can show Show on new card form, Required Field, Read Only Field and Field Group. Options vary by type—mirror setup follows a different flow. Do not assume identical enforcement across manual forms, imports and API writes.
Related articles
- Create and organize board fields — setup and organization.
- Use calculated fields — formulas.
- Use mirror fields — source relationships and mirrors.
- Auto Relate Locations — optional automatic location relationships.
- Customize the Kanban view — field display in Kanban.
- What is an Aptly board? — board basics.