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How To: Choose Who Can See a Field

Admin and users with Settings access can control which roles can see a specific custom field anywhere it appears

Changes apply to:

  • Items
  • Kits
  • Reservations and Check‑outs
  • Users

Required fields cannot be hidden. Users with Settings access always see all fields.

How to configure

Screenshot 2025-09-29 at 9.46.53 AM

  1. Go to Settings → Fields

  2. Select the custom field you want to control

  3. Under Visibility, choose which roles can view the field

  4. Save changes

Tip: Start by restricting obviously sensitive fields first, such as pricing, insurance value, or owner information, then review with a small pilot group.

Test your changes

  • Switch to or invite a viewer role that should NOT see the field
  • Open an item and the related overview pages to confirm the field does not appear
  • Run an export as that role. The hidden field should be excluded
  • Download an import template as that role. The hidden field should be excluded

Best practices

  • Keep a short list of sensitive fields and review quarterly
  • Use clear field names so viewers don’t infer hidden values (e.g. Calling something ‘Hidden’ or ‘Visible’)
  • If you include a hidden field in a notification, recipients will see it. Double‑check message content