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Customizing Capsule

We understand that all businesses are different and have their own sets of data to record. Here are some suggestions for how to customize your contacts, cases or sales opportunities to fit your own business.

Using Tags, DataTags and Custom fields

Whether to use a tag, data tag or custom field is to some extent your choice and depends on how you would like to see the information in Capsule. Here is a summary of the options to help you decide:

  • Tags are keywords that categorize your contacts, cases or opportunities. For example, they can be used where a contact can be categorized in multiple ways - it’s possible that your contacts could be both a Supplier and a Customer.
  • Custom fields allow you to hold information. For example; recording dates, unique numbers and check-box type information.
  • DataTags are the combination of tags and custom fields. For example, you may want to record a customer number or referring partner when you tag someone as a Customer.


Adding a tag to a single record

For a contact that doesn’t have any tags you’ll see a link under their profile picture saying ‘Edit tags’. Click the link and add the tag you want and then use the ‘Add tag’ button to get it added. If the tag doesn’t yet exist then it will be created as new.

If there are already tags on the record then hover the mouse over them and you’ll see the same link to ‘Edit tags’.

Removing a tag from a record

To remove a tag from a single record, click the link to ‘Edit tags’ and then use the little x next to the tag name to remove it.

Deleting or editing a tag in your account

If you find that there’s a tag that you want to rename or that you no longer need in Capsule at all then you can edit it from your Capsule Settings.

In order to do this you need to be a Capsule admin. Go to the Account Settings Tags and then click on the tag to edit it or use the link to delete next to the tag to remove it from your account completely.


Please note that there’s no undo to deleting a tag so please make sure that you don’t need it anymore

Adding a tag to a list of records

You can bulk tag contacts as well as cases and opportunities. In this example we’ll bulk tag a list of contacts.

  1. Create a list of contacts to be tagged by going to People & Organizations filter for the contacts you want to tag.
  2. Now use the ‘tag’ button at the top of the list to tag all those contacts with the same tag.


To tag some contacts in your results, select them by clicking the check box to next to their names before clicking the tag icon. If no contacts are selected, the whole list will be tagged instead.


This action can’t be undone so make sure you’re tagging the correct contacts.

Removing tags from a list of contacts

With Capsule there’s no option to bulk un-tag a list of contacts. However if you do have a way to filter for a list of the contacts you want to untag then you could use this process:

Say you want to remove the tag Original Tag from some of your contacts:

  1. Filter for the contacts that you want to untag.
  2. Bulk tag these with a brand new tag - Tag X.
  3. Create a new list where you filter for [Tag][is] [Original Tag] and add another condition for [Tag][isn’t] [Tag X]. This will give you a list of all contacts who you want to retain Original Tag.
  4. Bulk tag these with Original Tag 2.
  5. Now you can go to the Account Settings Tags (for People & Organizations) and click the link to ‘delete’ next to Original Tag. That will remove it from all contacts who previously had it. What is left are two types of contacts. One list with Original Tag 2 and another with Tag X. You can remove the Tag X from your tag settings in the same way which will leave those contacts untagged (the aim of this process).
  6. Now you can rename the Original Tag 2 back to just Original Tag and everything will be back to normal but with the list of contacts you wanted to untag untagged.

Fixing a duplicate tag

If users have inadvertently added two tags that have the same meaning, for example, Staff and Employee then follow these steps to replace and remove the duplicate. In this example we’ll remove Employee:

  1. Go to People & Organizations
  2. Create a new list using the filter [Tag][is] [Employee].
  3. Use the tag-button at the top to bulk tag the list with the tag Staff and Save. These contacts will now have both tags - Employee and Staff
  4. Now go to the Account Settings Tags People & Organizations and click the link to delete next to the the Employee tag. This deletes the tag and automatically removes the tag Employee from all contacts as well.

Custom fields

Custom fields allow you to record information about your contacts, cases or sales opportunities. The following custom fields are available:

  • Text fields allow entry of any information - words and/or numbers. These can be flagged as searchable so you can include this field when searching for a record.
  • Date fields allow entry or selection of a date and can be used for holding special events - birthdays, start dates and the like.
  • Check box field allow for a yes/no selection.
  • List fields allow selection from a list of values.
  • Number fields allow you to enter a number which in turn can be used to filter for lists using conditions like “is more than” or “is less than” for example.

You set up your custom fields by going to the Account Settings Custom Fields:

Once defined you can use the custom fields when filtering for lists of contacts.


DataTags allow you to record additional information with a tag. For example, you might want to record member number and membership level when you tag someone as a Member. Capsule will prompt you to enter these fields when you apply the tag to a contact:

To set up DataTags:

  1. Go to the Account Settings Tags People and Organizations.
  2. Click Add new Tag, enter the tag name and Save
  3. Click on Convert to DataTag
  4. Click on the Tag name, and this opens a window where you enter the custom fields

When adding custom fields you can choose to create a generated link. A generated link is a URL, often to a service outside Capsule where you can use information from your Capsule contact to make up the link.

For example, if you want to search for a contact’s email address in Gmail, you can add the URL for a Gmail search query:{email} and where the search term goes, you can insert the email address of the contact for example.

When you click the link, it will use the ‘Email’ field for the record you’re viewing and add it to the URL where the {email} field is, and in this case search for a contact’s email address in Gmail.

Another example of using a generated link can be to send an email to a contact, using the contact name in the body while also BCC'ing the opportunity drop box address:

  • Replace the drop box address with your own

You don’t have to just use the contact name. There are a number of details that can be parsed in the URL. Below is a list of all the fields you can use:

  • {id} - id of the contact
  • {name} - name of the contact
  • {firstName} - first name
  • {lastName} - last name
  • {organizationName} - name of the organization that the person belongs to
  • {email} - first email address of the contact
  • {phone} - first phone number for the contact, {phone[Mobile]} first mobile number
  • {custom[name of custom field]} - value of a custom field on the contact
  • {user} - the username of the currently logged in user

To add a generated link, go to the Account Settings Custom Fields Add New Generated Link.

There are a number of services that support generated links in the URL. For example RightSignature, EchoSign or Freshdesk


Note that the generated links will only be displayed if the fields you’re passing though them are populated on the contact/case/opportunity.

Custom Titles

If you need to record titles that might be very specific to your contacts then we recommend that you setup a custom list field.

To do that, go to the Account Settings Custom Fields for People & Organizations and click the button to Add New.

You can call the field ‘Custom Titles’ for example and set it up like this:

When you then edit your contacts it will look like this:


In order to create a new custom field you need to be a Capsule admin.


While you can setup a custom date field for your contacts to record their birthdays, there’s not a way to get that date to be displayed in the calendar. In addition, all custom date fields include a year. This is important to consider because if you ever want to filter for a list of contacts based on their birthdays, you’d need to specify the year as well. Normally that’s not something you would worry about with birthdays, you’d just want to know who has a birthday in July for example or in the next week, regardless of how old they are.

So with that in mind, we recommend that you setup an additional custom list field for ‘Birthday month’ for example. That way you can filter for all contacts who have a birthday in a specific month and then if needed you can dive into the contact to see the exact date.

To setup your custom birthday fields, go to the Account Settings Custom Fields Add New. Then create two fields: one date field for the ‘Birthday Date’ and one list field for ‘Birthday Month’. Once added to a contact it will look like this:

Activity Types

There are three standard activity types; note, meeting and call.

Activity is logged against contacts, cases and opportunities. Each time a user adds a note, attends a meeting or makes a call they can log this against the relevant record. Emails your users send and store in Capsule using the drop box will also count towards the activity log. You can report on the productivty of your team via the Activity Completed by User Report.

Custom Activity Types

Teams Plan Feature available only on our Teams plan

Customers on the Teams plan can add to the existing actitivty types with custom options that are meaningful to your business such as ‘site visit’ or ‘payment received’. To create a new activity type go to Account Settings Activity Types then click Add Activity Type.


The Last Contacted On date for contacts is typically the last time a note, email or completed task is recorded against the contact. Checking the Update last contacted box when creating custom activity types will mean these activities also affect the last contacted on date.

Contact data limitations

Within reasonable boundaries there are no limits on tags, DataTags, or custom fields. As the number increases it simply becomes increasingly less effective to manage the content.

There are limits on the size of the files you can attach to a note and this is up 25MB, although you are able to attach more than one file to each note.

The overall number of contacts and storage limits are determined by your Capsule plan.

Adding social networks, websites and Skype

To add a social network profile to a contact you will need to find the contacts record in Capsule and select Edit > under Websites and Social Networks enter the link to your contacts profile > choose the profile type e.g. Twitter or Facebook for example > then click Save

When you add a social profile, Capsule will check to see if the profile has a picture and if so automatically display it when viewing the contact.

Capsule shows an icon for each social network address on the contact panel which you can hover over to see the URL/account or click through to see the full profile.

If you add a Twitter profile and you have the Twitter integration enabled then the most recent Tweet will be shown above the history for the contact. You can also switch to the ‘Tweets’ tab to see the last twenty Tweets from the contact.

Making a Skype call from Capsule

Adding a Skype profile means that you’ll be able to place a call using Skype from within Capsule.

When you’ve added a Skype handle to a contact, Capsule will display a Skype icon. Clicking on the Skype icon will start the call.

If you’d like you can also setup Capsule to convert phone numbers to Skype links. You’ll find more information on how to do that in our click-to-call article.

Adding profile pictures

When you add a social profile such as a Twitter account or Facebook profile to a contact Capsule will check to see if the profile has a picture and if so automatically display it. Capsule also checks for a Gravatar which is a picture associated with an email address. So in many cases Capsule can grab a picture for a contact using just the email address.

To change which picture to use or to upload your own, hover your mouse over the picture and click Change Picture. Select a new picture either from a different social profile or upload your own.


Before you can do this you need to confirm that you have the agreement and consent to use and collect the personal data of your contacts.


Please note that LinkedIn does not allow Capsule to store LinkedIn profile pictures so they will not be available.

Adding your company logo and color scheme

To customize your Capsule account with your company logo and color scheme, you need to be a Capsule admin.

  1. Go to the Account Settings Appearance.

  2. Click Choose file to find your logo stored on your computer. You can then select one of the default color scheme squares, or set a custom color using a hex color code.

  3. Click Save to save your changes.

You’ll find that your logo is now visible on your Capsule login screen, along with the Capsule menu bar being displayed in the color you selected.


Please note that once added, it’s only possible to change your logo, it’s not possible to remove it.