The Record Count field is a special custom field available on Organisations. It shows a live count of the People associated with the organisation who match a set of filters — for example "members of this organisation" — and it updates automatically as memberships change.
When to use it
Use a Record Count field whenever you want an Organisation profile to display a running total of related People that meet certain criteria, such as current members, active volunteers, or contacts in a particular category.
Adding a Record Count field
- Go to Settings → Data & records → Custom fields and choose the Organisations tab (Record Count is available on Organisations only).
- Expand the section you want it in (or add a new section), then click Add Fields.
- Choose Record Count. In the Add Record Count dialog, enter a Field label (for example "Current members").
- Choose how people are linked to the organisation: Current Org Connection (the default) counts people connected to this organisation; Custom Field Selection counts people whose chosen Record field points to this organisation — pick the field under Select Custom Field.
- Configure filters using the mini Lists builder — you can filter by custom fields, category, type, subscription information and more.
- Select Create.
How it behaves
- The field displays the live count of associated People matching the filters.
- It appears on the Organisation's profile alongside its other custom fields.
- It updates automatically as people are added to or removed from the organisation, or as their data changes so they enter or leave the filter criteria.
Because the count is always live, there's no need to recalculate or refresh it manually.