Spheres

A sphere is where you decide what a person will be asked for — and so what ends up stored, both in your workspace and in theirs. You hold the spheres you purchased: Internal for your own staff, External for people who are not. Each carries its own template and its own people.

The default set

A sphere that has never been saved uses a built-in set: eight fields in three groups, three of them mandatory.

It is a starting point, not a floor. Until the template freezes you can delete every one of them and ask for something else entirely — the defaults carry no special standing beyond being there first.

Group	Field	Type	Mandatory
Owner	Owner name	Text	yes
Owner	Owner address	Address	yes
Preferred contact	Name	Text	no
Preferred contact	Relationship	Text	no
Preferred contact	Phone	Phone	yes
Backup contact	Name	Text	no
Backup contact	Relationship	Text	no
Backup contact	Phone	Phone	no

The order is deliberate: the owner first, then who to call.

Corporate email

A system toggle rather than a field, and internal spheres only. When it is on, anyone joining through a shared invitation link is asked for their corporate email address — that answer is what ties them to your company. Invite somebody by name and the question never comes up, because you supplied the address yourself. It is on by default.

Adding your own

Add a field by naming it, choosing a type and putting it in one of the three groups. Four types: text, phone, email, address.

Three rules the editor enforces:

A field needs a name.
Two fields in the same group cannot share a name. The same name in two different groups is fine — a phone under Preferred contact and a phone under Backup contact are exactly that.
The type decides the control the person sees when filling it in, nothing more.

You can also make one of the default fields mandatory that wasn’t. Backup phone is the usual candidate.

What freezes, and when

The template is editable freely right up until the first person in that sphere grants your company access. From that moment it is add-only:

Existing fields cannot be removed, renamed, retyped, moved between groups, or switched between mandatory and optional.
New fields can still be added at any time.

The freeze is per sphere. A frozen internal sphere says nothing about an external one.

The reason for the rule is that people have already answered the old questions: renaming a field after the fact would silently relabel what somebody wrote, and removing one would throw it away. Add-only means an answer always still means what it meant when it was given.

Who can edit a template

Administrators configure every sphere the company holds. Operators configure the spheres assigned to them, and only those. Configuring a template is not an administrator-only act — an operator running a sphere is usually the person who knows what it should ask.

Fields the person adds themselves

Someone filling in a sphere can add fields of their own beyond what you asked for. Those fields land in the Owner group, are never mandatory, and belong to the grant they were added under.

You asked for what you need. They may have more to say.