How to organize Sure Send custom fields with groups

If your Sure Send client records carry a long column of custom fields, you can sort them into named groups so each record is easier to scan. Sure Send added a New group option to the custom fields settings. You create a group, give it a name like Celebrations, and move your existing fields into it.

The setup works with the fields you already have. Birthdays and anniversaries sit together, Ylopo integration fields sit together, and any deal details you track on the person record get a group of their own.

Watch the video

The video shows the setup in a live Sure Send account, from the first group to moving existing fields.

Why do custom fields get cluttered in Sure Send?

Custom fields build up from several directions. You add fields for dates you want to celebrate with clients, integrations add their own, and Ylopo alone can bring in five or six. If your team tracks deal details on the person record, those fields stack up there too.

Without groups, every field shows in one long list. Finding a birthday or the Ylopo Stars URL means scrolling past everything else. When a record is hard to scan, the setup is what needs attention.

Moving to Sure Send or cleaning up an account you already have? The KTS team can review your custom fields with you and map out groups that fit how your team works. Book a call here.

What are custom field groups in Sure Send?

A custom field group is a named folder for related fields on the people custom fields page. Each group collects the fields that belong together, so a record shows them in organized sections.

This walkthrough covers the people custom fields page. The contract custom fields page is separate and isn't covered in the video.

How to create a custom field group in Sure Send

Create the group first. Existing fields move into a group that already exists.

1. Open your custom fields settings in Sure Send.

2. Click New group.

3. Name the group after what it holds, such as Celebrations, and save it.

4. Open an existing custom field, such as Anniversary, and assign it to the new group.

5. Save the field.

6. Repeat for every field that belongs there. In the video, Anniversary, First home anniversary and Birthday all move into Celebrations, which leaves 3 fields in that group.

How do you add a new custom field directly to a group?

Once your groups exist, new custom fields go straight into a group when you create them.

Create the group first, then move your existing fields into it.

If you'd rather have your groups built and your fields sorted for you, the KTS team handles Sure Send setup from start to finish. [BOOK A DISCOVERY CALL]

Which custom field groups should you create?

The video uses 3 practical starting groups. The group names below are examples, so use whatever names your team will recognize.

How custom field groups help agents, teams and brokerages

Individual agents

If you're a solo agent, a Celebrations group puts the dates you use for client touches in one spot, so a birthday or home anniversary is easy to find the moment you open a record.

Real estate teams

If several agents work the same records, shared group names give everyone the same layout. If your team runs Ylopo, grouping its fields keeps them separate from the fields agents fill in by hand, and teams that track deal details on the person record can give those fields a group of their own.

Brokerages

If you manage custom fields across a larger account, groups give you a structure to set once and keep consistent. Each new field goes into the right group the day it's created.

Common mistakes to avoid

1. Moving fields before the group exists. Create the group first, then assign fields to it.

2. Naming groups vaguely. A name like Celebrations or Ylopo tells everyone what's inside, and a name like Misc tells them nothing.

3. Leaving new fields ungrouped. Once groups exist, assign each new field to one as you create it.

Key takeaways

• The New group option in Sure Send sorts people custom fields into named groups.

• Create the group first, move existing fields into it, and assign new fields as you create them.

• Celebrations, Ylopo and transaction details are practical starting groups.

Want a second set of eyes on how your Sure Send account is organized? The KTS team can review your custom fields, groups and overall setup with you. Book a call here.

Frequently asked questions

Can I move custom fields I already created into a group?

Yes. Create the group first, then open each existing field and assign it to the group. The fields you already built stay in place and move into their new section.

Can I add a new custom field straight into a group?

Yes. Once a group exists, choose it while you create the field, and the field appears in that group from the start.

Do custom field groups work on the contract page?

The video covers the people custom fields page only. Contract custom fields are managed on a separate page, so check there before planning groups for deal fields. If your team tracks deal details on the person record, you can group those fields on the people page.

Will my Ylopo fields come over from Follow Up Boss?

If a field like the Ylopo Stars URL is stored as a custom field on the contact in Follow Up Boss, it imports attached to whichever person it was on. Custom fields map per contact record, and once they're in Sure Send you can move them into a Ylopo group.

How many groups should I create?

Start with the groups your records need. The 3 in the video, celebrations, Ylopo and transaction details, are a solid starting point, and you can add more as new fields come in.

Keep every client record easy to scan

Create your first group, move your existing fields into it, and give every new field a home as you add it.

If you want your Sure Send account set up so every record is organized from day one, the KTS team can build it with you. Book a call here.