Custom Data Fields (CDFs) are configurable fields that let you collect and store information specific to your practice. They appear in client profiles and can be used across case notes, reports, letters, and analytics — giving your team a structured, consistent way to capture clinical and operational data.
What CDFs do
CDFs allow you to define fields that go beyond the standard client profile fields. For example, you might create fields for primary diagnosis, funding source, treatment goals, risk level, or any data point relevant to your service model.
Once created, CDFs appear in the Profile Information section of every client profile for practitioners to complete. The data entered flows into reports, analytics, and can auto-populate letter and report templates.
How they work
Defined centrally — A Superuser creates CDFs in the Control Panel, choosing the field type (text, dropdown, date, number, checkbox, etc.).
Used by practitioners — Practitioners fill in the fields within each client's profile.
Role-based access — You can control which roles can see and edit each CDF, so sensitive fields can be restricted to certain team members.
History preserved — Changes to CDF values are tracked, so you can see how a field has changed over time.
Available field types
Text — Free-text entry for open-ended data.
Dropdown / Multi-select — Predefined options that ensure consistent data capture.
Date — Date picker for tracking dates like referral dates or review dates.
Number — Numeric values for scores, counts, or measurements.
Checkbox — Yes/no toggles for binary data points.
Why CDFs matter
CDFs let your practice standardise data collection without losing flexibility. Instead of relying on free-text notes (which are hard to report on), structured fields ensure data can be aggregated, compared, and used in analytics. This is particularly valuable for outcome measurement, funder reporting, and clinical governance.
For detailed setup instructions, see How to create Custom Data Fields (CDFs). For guidance on using CDFs day-to-day, see How to utilise Custom Data Fields (CDFs).