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Using custom fields in Scaler

Using custom fields in Scaler

This article explains how custom fields work in Scaler, including where they are created, how they are enabled, and when they should (and should not) be used.

Last updated on July 15, 2026

Purpose of this article

This article explains how custom fields work in Scaler, including where they are created, how they are made available to portfolios, and how they are currently used in the platform.

What are custom fields

Custom fields allow you to collect additional, organisation-specific data points that are not part of Scaler’s standard data model.

They are typically used to:

  • Capture organisation-specific or strategy-specific information (e.g., installations such as heat pumps or bike racks)
  • Support internal analysis or operational tracking
  • Temporarily collect data for a specific initiative

A common driver for using custom fields is to stop relying on parallel Excel sheets for property-type or country-specific variables that should sit alongside your core asset data.

Custom fields do not replace standard Scaler fields and should be used intentionally.

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Custom fields are part of the Scale plan. If you don't see Custom Fields in your Data Collection Portal, contact your Scaler Account Operations Manager.

Custom fields workflow (high-level)

Using custom fields in Scaler follows a controlled three-step process:

  1. Create and configure custom fields at the company level
  1. Confirm the Custom Fields section is enabled at the portfolio level (enabled by default)
  1. Enter data for those fields at the asset level

Each step must be completed for custom fields to be visible and usable.

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1. Create and configure custom fields (company level)

Navigation path:

Data Collection Portal → Company → Custom fields (dedicated item in the left navigation)

Only users with admin access can create or edit custom fields.

When creating a custom field, you define:

  • Field name — The label shown to users
  • Description — Tooltip text explaining what the field captures
  • Field type — How data is entered (numeric, text, date, dropdown, multi-select, boolean, formula). Formula calculates the field's value automatically from other fields on the asset using Excel-style expressions, instead of manual entry — see Formula custom fields in the Custom calculations article for syntax and behaviour. Dropdown allows one value per asset; Multi-select allows choosing several values from the same option list, useful for survey-style questions where multiple answers apply (for example, selecting all health and wellbeing initiatives present at an asset). Multi-select values are exported and imported through the Scaler Spreadsheet like other custom field types.
  • Unit (where applicable)
 
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Once the first custom field is created at company level, the Custom Fields section becomes available across portfolios.

Sections and ordering

Custom fields can be grouped into named sections. Create a section, add fields to it, and drag to reorder both sections and the fields within them; each section shows how many fields it contains. The order set here is reflected when users view and enter custom fields at the asset level.

2. Confirm Custom Fields are enabled (portfolio level)

Fields appear grouped into the sections defined at company level.

Important default behaviour:

When custom fields are first created at the company level, the Custom Fields section is enabled by default for all portfolios in that company.

Navigation path:

Data Collection Portal → Portfolio → settings → Data collection → Data collection settings → Enable by Collection tab

From here, the Custom Fields section can be:

  • Left enabled (default)
  • Disabled for portfolios where the fields are not relevant, to avoid confusion during data collection

3. Enter and manage data (asset level)

Once the Custom Fields section is enabled for a portfolio, fields can be populated at the asset level.

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All updates to custom field values are recorded in Scaler's audit trail — who changed what and when — the same as for any standard field.

Navigation path:

Data Collection Portal → Portfolio → Asset list → edit asset → *Custom Fields*

The Custom Fields section appears as the last section in the asset-level data collection view. Fields are shown grouped by their company-level sections, displayed as tabs. The fields themselves are managed at company level; the banner on this page links admins to the company-level Custom fields page. An info banner at the top of the section links directly to the company-level Custom Fields page — a reminder that fields themselves are created and edited at company level and apply to all assets; only the values are entered per asset.

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Custom fields can be entered in three ways:

1. Manually in the Data Collection Portal

Edit each asset and update values directly in the Custom Fields section.

2. Via Data Requests

Custom fields can be included alongside standard fields when sending data requests to portfolio contacts.

3. In bulk via the Scaler Spreadsheet

Custom field values can be exported and re-imported in bulk:

  • Download: Go to Data Collection Portal → Portfolio → Asset list, select assets, click Download in the floating action bar, then choose Custom selection to pick which custom fields to include.
  • Bulk edit: The downloaded spreadsheet contains a dedicated Custom fields sheet showing all custom fields enabled for the selected portfolio.
  • Re-upload: Update values in the sheet and re-upload to apply changes across all assets at once.

Where custom fields appear in Scaler

Custom fields originate in data collection but flow into selected downstream surfaces:

Data Collection Portal

  • Manual entry at asset level (Custom Fields section)
  • Included alongside standard fields in Data Requests
  • Bulk import and export via the Custom fields sheet in the Scaler Spreadsheet, and selectable for inclusion in asset-list downloads via Custom selection

Analytics Portal

  • Metrics — Number-type custom fields can be used in custom Metric definitions with Average or Sum aggregation, and Dropdown and Boolean fields with a Count if aggregation: at portfolio level, count the assets matching selected values (any combination of a dropdown's options, or True/False/empty for a boolean); at asset level the field's value is shown. Text, date, and multi-select fields are not currently selectable. Computed values from Formula fields are available in custom Metrics and Custom Dashboards like Number-type fields.
      • Notion image
  • Custom Dashboards — Number-type custom fields can be visualized as custom graphs in the Custom Dashboard tool, including bar, line, area, pie, and doughnut chart types.
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Custom Dashboards are part of the Scale plan. If you don't see the Custom Dashboard tool in your Analytics Portal, contact your Scaler Account Operations Manager.

Best practices

  • Use custom fields sparingly — prefer standard Scaler fields whenever available
  • Avoid duplicating existing platform fields
  • Document why each custom field exists and who owns it
  • Review and retire unused custom fields periodically

Things to keep in mind:

  • Custom fields are not mapped to reporting frameworks
  • They do not feed into Scaler's standard ESG calculations (energy, GHG, water, waste). For derived KPIs based on Number-type custom fields, use Custom Metrics in the Analytics Portal.
  • Overuse can increase complexity and reduce data consistency

Additional resources

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