Custom Fields allow you to create additional personalized data fields and columns that appear on Opportunities or Funders.
Once created, these fields can be displayed in your Tracker, used for filtering, and included in reports.
Custom Fields are available on the Professional Plan and above. Compare our plans' features here.
Why Use Custom Fields?
Custom Fields help you:
Track internal or supplemental data not included in Instrumentl's default fields
Standardize how your team captures key information
Filter and report on data specific to your workflow
Customize your Tracker view for better organization
How to Create Custom Fields
Custom Fields can be created and managed from your Account settings or directly from your Tracker.
Step 1: Navigate to Custom Fields
There are two ways to access Custom Fields:
From Account Settings
Click Account → Custom Fields
Select + Add Field
From Your Tracker
Click the pencil icon above your opportunity list on the right-hand side (Edit Columns)
Select the pencil icon next to Custom Fields
Select + Add Field
Step 2: Complete the Required Fields
Field Name
The name of th
e field (e.g., “Priority,” “Win Probability,” “Internal Grant ID”).
Type
Choose the format of your field:
Short Text
Long Text
Number (allows for numeric calculations and works with CRM integrations!)
Amount ($)
Date
Dropdown (single select)
Dropdown (multiple select)
Appears On
Choose whether the field applies to Opportunities or Funders:
Opportunities (grant-specific):
Track information that may differ for each individual application. For example, you might track an Internal Grant ID that is unique to each application.
Funders (apply across all opportunities from that funder):
Track relationship-level or organization-wide information. For example, you might track a funder’s Preferred Communication Method (email only, phone, mail) since that preference applies to all grants from that funder.
If you'd like to have the same Custom Field for both Opportunities and Funders, create two fields and assign one to Opportunities and the other to Funders.
Click Save
Once you've completed all required information, you're ready to utilize the Custom Fields you created for opportunities and/or funders!
Where Do Custom Fields Appear?
Custom Fields appear in three places:
1. Saved Opportunity and Funder Pages
When you click on a saved Opportunity or Funder profile, you'll see a separate tab called Custom Fields.
2. Your Project Tracker
Click the pencil icon (Edit Columns) at the top right of your Tracker to check off and display Custom Fields as columns.
Once the field appears in your Tracker, you can add and update data directly within each opportunity row.
For certain field types, such as Dropdown (single or multiple select), you can also filter your opportunities based on the selected values.
3. CSV Reports
Custom Fields are included in Opportunity, Awards, and Funder CSV reports.
Custom Fields Uses & Examples
Below are examples of how organizations commonly use Custom Fields. Note that you can input emojis to color-code & draw attention to Custom Fields that are especially important to your organization!
Funder Field Examples
Basics
Relationship standing
Responsiveness
Growth Prospects
Preferred Communication method (e.g., enter email / phone / mail only)
Repeat recipient
Last contacted date
Funder insights
Average grant amount
AI stance
Average giving
Geographic focus
Mission
Link to 990
Opportunity Field Examples
Prospecting
Priority (High / Medium / Low)
Fit score (Good / Medium / Poor)
Win probability
Ease of application
Eligibility/restrictions notes
Reporting requirements
Expected outcome
Grant focus / funding uses
Key points of feedback from leadership
Grant attributes
New / Renewal / Reattempt
Likelihood of reapplying
Grant type: General operating, capital, matching, sub-grant, etc.
Grant contract number
Source
Internal Grant ID #: Short-text
E.g., RENXT Constituent ID #
Use of AI
Financial
Yield for revenue planning and projections
Outstanding balance
Award vs. budget
Payment frequency: One-time, 4x/year, etc.
Expected outcome
P.I. / Principle Investigator Sign-off: Yes / No
Award Agreement review
Consultants
Client pricing per grant proposal
Relevancy for multiple similar clients
Client priority & interest
Notes / thoughts from client
Expected time / effort
Cultivation & stewardship
Relationship liaison
Warm connection
Tracking correspondence
Preferred communication method
Last contacted date
Growth prospects & standing
Thank you letter sent: Yes / No / In Progress
FAQs
Can I use Custom Fields to add my own "Status" to the built-in Tracker Statuses?
Can I use Custom Fields to add my own "Status" to the built-in Tracker Statuses?
Not quite — Custom Fields allow for storing and tracking the status of various data types to suit your personalized needs! These are your own statuses "by proxy" and don't have the same functionality as Instrumentl's built-in statuses. They are not added to the default list of application statuses (researching, planned, in progress, LOI submitted, etc.).
Why isn't my Custom Field showing up on my Tracker?
Why isn't my Custom Field showing up on my Tracker?
Once you save a new Custom Field for opportunities, be sure to go to the top right of your Tracker and hover over the pencil icon to check off and add the field to your Tracker view! Here you can add, remove, or adjust other fields as necessary to customize your Tracker columns.
Contact Us 
Reach out to our friendly Support team if you have any questions about using Custom Fields! Just use the chat bubble when you're logged into your account, or email us at hello@instrumentl.com.