Understanding data fields

Data fields allow you to store complex, structured information that doesn't fit into regular custom fields. This guide explains what data fields are, when to use them, and common use cases.

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Understanding data fields

What are data fields?

Data fields are special fields in Hubhus that store structured JSON data. Unlike regular custom fields that hold a single value (like a name, email, or phone number), data fields can store complex, nested information—such as lists of products, windows, service items, or measurements.

Think of data fields as a way to store spreadsheet-like data inside a single lead field.

Data fields vs. regular custom fields

Regular custom fields

Store single values:

Name: "John Doe"
Email: "john@example.com"
Phone: "12345678"
Company: "Acme Corp"

Data fields

Store structured collections of related data:

List of windows (type, room, model, color, price)
Product lines (quantity, description, unit price, total)
Service visits (date, technician, notes, hours)
Measurements (room, width, height, area)

When should you use data fields?

Use data fields when you need to:

Store repeating items

When a lead needs multiple instances of the same type of data. For example, a customer ordering multiple windows, each with its own specifications.

When several pieces of information belong together as a unit. For example, each window has a type, model, room, color, and price that should stay linked.

Build dynamic forms

When customers need to add or remove items during booking or form submission. Data fields allow users to add as many items as needed.

Calculate totals or summaries

When you need to sum, count, or analyze a collection of items. For example, calculating total price from a list of products.

Common use cases

Window and door installations

Store each window or door with its specifications:

Room location
Window type (Velux, roof window, skylight)
Model number
Color and finish
Dimensions
Price
Installation notes

Example

A homeowner needs 3 windows replaced: one Velux in the living room, two skylights in the master bedroom, and one standard window in the kitchen. Each window has different specifications and prices. Store all of this in a single data field called "windows".

Product catalogs and quotes

Build dynamic quotes with product lines:

Product name
SKU or product code
Quantity
Unit price
Discount
Line total
Description

Service visits and inspections

Track multiple service appointments for the same customer:

Visit date and time
Technician assigned
Services performed
Hours worked
Parts used
Visit notes
Customer signature

Room measurements and renovations

Store measurements for each room in a renovation project:

Room name
Length and width
Height
Area (calculated)
Floor type needed
Wall treatment
Special requirements

Equipment and inventory

Track equipment or inventory items:

Item name
Serial number
Condition
Location
Last service date
Warranty expiration

Insurance claims and damage reports

Document multiple damaged items in a single claim:

Item description
Damage type
Estimated repair cost
Replacement value
Photos (file references)
Damage date

How data fields work

In booking forms

Customers interact with a user-friendly interface (like adding windows to a list) while Hubhus stores the data as structured JSON behind the scenes.

In lead records

The data appears as a formatted list or table, making it easy to review all items at a glance.

In emails and templates

You can loop through items to create formatted lists, tables, or summaries in emails, quotes, or invoices.

Benefits of data fields

Flexibility

Add as many items as needed without creating dozens of individual fields.

Organization

Keep related information together instead of scattered across multiple fields.

Better user experience

Customers can add, edit, or remove items during booking without confusion.

Professional output

Generate clean, formatted quotes, invoices, and summaries automatically.

Data integrity

Ensure related information stays linked (e.g., a window's price always matches its model).

When NOT to use data fields

Data fields add complexity, so avoid them when:

You only need one value – Use a regular custom field instead
The data is simple text – A text field or textarea is sufficient
You don't need to iterate – If you'll never loop through items in emails, a data field is overkill
The structure rarely changes – Fixed fields are easier to manage

Data fields vs. checklists

Both data fields and checklists allow repeated data entry, but they serve different purposes:

Data fields

Store structured product/item data
Often filled once during booking
Used for quotes, orders, installations
Integrated into booking forms

Checklists

Track recurring tasks or activities
Can be submitted multiple times
Used for service visits, quality checks, follow-ups
Submitted from the lead detail page

For more information about checklists, see How do I set up checklists?

Getting started with data fields

Step 1: Identify your use case

Determine what structured data you need to collect. Sketch out the fields each item should have.

Step 2: Create the data field

Contact Hubhus support or your account administrator to set up a data field with the appropriate structure.

Step 3: Build the interface

Create a user-friendly form or interface where customers can add and edit items.

Step 4: Design templates

Create email templates, quotes, or invoices that display the data field contents in a professional format.

Step 5: Test thoroughly

Submit test data, review how it appears in emails, and ensure calculations work correctly.

Technical implementation

For developers and technical users who need to implement data fields in booking forms or webpages, see the detailed technical guide: Working with Data Fields in bookingforms (Advanced JSON Storage).

Summary

Data fields provide a powerful way to store structured, repeating information within a single lead field. Use them for product lists, measurements, service visits, or any scenario where you need to track multiple related items. They offer flexibility, better organization, and professional output while maintaining data integrity. For simple, single-value data, stick with regular custom fields. For complex, structured collections, data fields are the ideal solution.

? Common searches

data fields • json storage • structured data • complex fields • repeating items • product lists

? Also known as

json fields • structured fields • advanced fields • complex data • nested data