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 Administration page where Admins configure meeting settings
• Outreach Meetings (Web App, Google Calendar Extension, Outlook Add-in) - where Outreach Sales Reps book and manage 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.
• Required field enforcement is only supported in the Outreach Web App.
• Changes made to fields may take up to 15 minutes to appear in the Google Calendar Extension.
• Outreach supports up to 150 Internal Custom Meeting Fields per organization.

Procedure

Navigate to Custom Meeting Fields (Admin)

1. Go to Administration.
2. Select Tools.
3. Click Meetings.
4. Open Custom Meeting 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:
   1. Label – The question or data you want reps to capture (e.g., Did the prospect attend?).
   2. Field Type– Choose one:
      1. Boolean (Picklist, Checkbox, Radio Buttons)
      2. Number
      3. Text
   3. Required – Decide whether the field must be completed by the meeting organizer.
   4. Description for AI (optional)
3. Save your changes.

Required fields are enforced only when:

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

Map Fields to Your CRM (Optional)

Create a New Field Mapping (Side Panel Experience)

• Go to Outreach → Administration → Integrations → CRM
• Open the relevant object mapping (Calendar Event)
• In Set field mapping, click Add mapping
• Select:
  • Salesforce field
  • Corresponding Outreach field
• Save mapping

Learn more about CRM mapping

Reps 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.

Note: Required fields are enforced only in the Outreach Web App. Google Calendar and Outlook extensions support filling fields but do not enforce required validation.

Required Field Enforcement Behavior

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 (Admin)

1. Go to Administration → Tools → Meetings → Custom Meeting Fields.
2. Click the “...” and select “Delete” for the custom meeting field you want to delete.
3. Click Delete and confirm the action.

Deletion Behavior

• The field is removed from the UI and no longer appears for reps when booking or editing meetings.
• Previously synced CRM data is not affected.
• CRM mappings remain unchanged.
• Previously booked meetings retain their historical values. If a field configuration is removed, existing field values are displayed without labels (with correct formatting in some cases). 

Field Configuration & Data Handling Notes

• 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.
• 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 field type, the previous values become visible again.

Additional Notes

• Changes made in Administration may take up to 15 minutes to become effective in the Google Calendar Extension.

Additional Information

Key Capabilities

• Admin-defined internal-only meeting fields
• Structured data capture for reporting and CRM sync
• Organizer-only visibility and ownership
• Support across Outreach Web App, Google Calendar Extension, and Outlook Add-in
• Safe deletion without impacting historical data

Common Use Cases

• Track no-shows: Capture whether a prospect attended a meeting.
• Record meeting preparation time: Understand rep workload and efficiency.
• Track meeting outcomes: Mark meetings as successful or disqualified without relying on free-text notes.

Limitations & Notes

• Required fields are not enforced in Google Calendar or Outlook due to platform limitations.
• Changes in the Google Calendar Extension may take up to 15 minutes to propagate.
• Deleting a field removes it from the UI but does not delete historical or synced CRM data.
• Field values are saved per organizer and are not shared with other reps’ meeting copies.