This glossary provides a clear, easy-to-reference overview of all available board fields.
Field Type | Description | Common Use Cases / Notes |
Address | Geocoded address field with Google Maps dropdown suggestions. | Use for properties, buildings, or any location-based workflow to ensure address accuracy. |
Attachment | File upload field on the card (images, documents, files). | Can be used as a merge field in communication templates; files are stored at the card level. |
Displays a value based on other fields and formulas. Supports number, currency, percent, date, date & time, and text. | Common for balances, totals, SLA dates, and derived values. Supports math, date logic, and empty-field handling. | |
Checkbox | A simple checked or unchecked field. | Often used to trigger automations or manually refresh/update a card. |
Cover Photo | Image displayed on the card in Kanban view. | Used to visually highlight a property or asset; must be enabled in card preview settings. |
Currency | Monetary value stored in USD or CAD. | Ideal for rent, balances, fees, and financial calculations. |
Date | Calendar date field with optional time toggle. | Used for due dates, reminders, timestamps, and scheduling logic. |
Dropdown | Single-select list with customizable options and colors. | Useful for statuses, categories, or standardized selections. Options can be added from the card. |
Email | Stores an email address. | Used in automations, forms, and communication templates to define recipients. |
Embed Video | Embeds a video on the card using a link. | Helpful for inspections, walkthroughs, or training references. |
Link to Ad Source | Links a card to an ad source board. | Available only on lead boards to track marketing origin. |
Link to Another Card | Creates a relationship between cards across boards. | Common for connecting related processes (e.g., Work Orders to Projects). |
Link to Contacts | Links one or more contact records to a card. | Required to pull contact data into a process; supports contact-type filtering. |
Link to Events | Links calendar events from connected calendars. | Used for tours, inspections, or scheduled appointments. |
Links a location record (building, unit, lease, etc.). | Best practice is one field per location type; supports auto-related contacts and locations. | |
Long Text | Multi-line plain text field. | Used for notes, internal comments, or descriptions. |
Displays fields from a related card on another board. | Best used from location boards to process boards; typically read-only. | |
Displays fields from a linked contact record. | Works only with a single linked contact; recommended to keep read-only. | |
Multiple Select | Allows selection of multiple predefined options. | Useful for tags, attributes, or multi-category tracking. |
Number | Stores a whole number value. | Rounds decimals; use percent or currency when appropriate. |
Percent | Stores a percentage value. | Recommended for formulas requiring percent-based calculations. |
Phone Number | Stores a phone number. | Common for contacts, prospects, and vendors. |
Rich Text | Formatted text field that supports styling and media. | Ideal for instructions, formatted notes, or embedded content. |
Short Text | Single-line text field. | Best for titles, labels, or short values. |
Tags | Free-form keywords added by typing and pressing Enter. | Used for flexible categorization and filtering; case-sensitive. |
Task List | Checklist of tasks on a card. | Additional task lists can be added for structured workflows or default templates. |
Team Member | Displays an Aptly user role separate from the Assignee field. | Used for roles like Property Manager or Maintenance Coordinator. |
URL | Stores a clickable web link. | Opens in a new window; maintains proper URL formatting. |
Field Settings (Applies to All Fields)
Each field includes the following configuration options:
- Show on New Card Form: Controls whether the field appears when manually creating a new card.
- Required: Prevents card creation unless the field is completed.
- Read-Only: Displays information without allowing edits. Commonly used for calculated or mirrored fields to protect data integrity.