How to Configure Internal Custom Meeting Fields

Objective

The purpose of this article is to provide information to Outreach Users and Admins on how to create and fill in Internal Custom Meeting Fields.

Internal Custom Meeting Fields allow Outreach admins to define additional, internal-only (filled out and visible only to reps) data fields for meetings. These fields help Outreach users capture structured meeting information for reporting and CRM sync without exposing this data to prospects.

Applies To

• Outreach Admins
• Outreach Meetings

Before You Begin

• You must be an Outreach Admin to create or manage Internal Custom Meeting Fields.
• Internal Custom Meeting Fields are not visible to prospects and do not appear on public booking pages.
• Fields are visible and editable only by the meeting organizer. They do not appear on other reps' copies of the meeting.

Procedure

1. Log in to Outreach as an Admin.
2. Click Administration > Tools > Meetings.
3. Click Custom calendar fields.

This page displays all existing internal custom fields for meetings.

Create or Edit a Custom Meeting Field

1. Click Add Configuration (or select an existing field to edit).
2. Configure the following:
   • Label – The question or data you want reps to capture (e.g., Did the prospect attend?).
   • Field Type– Choose one:
     • Boolean
     • Currency
     • Date
     • Date/Time
     • Numerical
     • Percentage
     • Phone number
     • Picklist (Single select)
     • Picklist (Multi-select)
     • URL
     • String
     • Text field
   • Required – Decide whether the field must be completed by the meeting organizer.
   • Description for AI (optional)
3. Click Save.

Fill In Custom Fields When Booking Meetings

Internal Custom Meeting Fields appear for reps who are meeting organizers when booking or editing meetings in:

• Outreach Web App
• Google Calendar Extension
• Outlook Add-in

Reps can fill in these fields directly from the meeting details view.

Map Fields to Your CRM (Optional)

1. Log in to Outreach as an Admin.
2. Click Administration > Integrations > CRM.
3. Open the relevant object mapping (Calendar Event).
4. In Set field mapping, click Add mapping.
5. Select:
   • Salesforce field
   • Corresponding Outreach field
6. Click Save.

Learn more about CRM mapping.

Required Field Enforcement

Required fields are enforced only when all of the following are true:

• The rep is the meeting organizer
• At least one prospect is included in the meeting
• The meeting is created or edited in the Outreach Web App

Directly booked meetings with prospects (Web App):

• Meetings cannot be saved or synced unless required fields are completed.

Prospect-booked meetings (public calendar):

• Prospects can book meetings even if required fields exist.
• The assigned rep is prompted to fill required fields when editing the meeting afterward.

Meetings where the rep is not the organizer:

• Required fields are not enforced.
• Fields do not appear on other reps' copies of the meeting.

Delete a Custom Meeting Field

1. Log in to Outreach as an Admin.
2. Click Administration > Tools > Meetings.
3. Click Custom Calendar Fields.
4. Navigate to the field and click More actions.
5. Click Delete.

Deleting a field removes it from the UI and it no longer appears for reps when booking or editing meetings. Previously synced CRM data and CRM mappings are not affected. Previously booked meetings retain their historical values, though field values may display without labels if the configuration has been removed.

Additional Information

Limitations

• Outreach supports up to 150 Internal Custom Meeting Fields per organization.
• Required field enforcement is only supported in the Outreach Web App. Google Calendar and Outlook extensions support filling fields but do not enforce required validation.
• Changes made in Administration may take up to 15 minutes to become effective in the Google Calendar Extension.
• If an admin deletes a field and later creates a new field with the same label but a different field type, previously stored values will not appear for that field in meeting details. If the field type is changed back to the original, the previous values become visible again.
• If a field has valid stored values but its configuration is missing, Outreach displays the values using a best-effort approach. Reps can view and edit these values as plain text strings.