Learn Mokapen

Custom applications guide

A custom application is a workspace you build when Mokapen does not already have the object of your process: a fleet vehicle, a property, a contract, a case file, a field job, a course, a room. It is not a parallel CRM: it is an extra app in the same organization, with a menu, records, and links to directory, tasks and deals.

Concrete example: you have a fleet. You create the Vehicles app. Each vehicle is a record (plate, mileage, insurance expiry, customer who rents it). In the list you search them, on the kanban you move them from Available to In use to Maintenance, on the calendar you see when the policy expires. From the record you open a «service» task or link the contact in the directory.

You create them from Organization → Applications, Create custom application button. It appears in the main menu with the name and icon you choose. To turn Mokapen's built-in apps on or off (Tasks, Directory, Sales…) see the Applications guide.

Role in the CRM

It does not replace Tasks, Deals or Tickets: it works with them. The record is the piece of reality those apps do not cover; the rest of the CRM stays where you sell, work and support.

• Directory: you link the customer who rents the vehicle, the tenant of the property, the other party on the contract.
• Activities and sales: from the record you create tasks, appointments or opportunities — the job or the vehicle becomes the context of the work.
• Other custom applications: a job links to the vehicle, a contract to the property, a course to the room where it is held.
• Team: owner, stakeholders and privacy, as on Tasks and Deals.

Practical rule: if Mokapen already has the object (a ticket, a deal, a catalog product), use that app. If you need a domain object that does not exist — plate and mileage, sqm and rent, a file with a due date — create the application.

Use cases

• Rental / workshop: Vehicles template. List with plate and insurance expiry; kanban Available → In use → Maintenance; calendar on policies. Each vehicle linked to the customer. A second Jobs app for work on the vehicle.
• Property / B&B: Properties template. Units with sqm, rent and «available from»; Occupied / Reserved pipeline; guest in the directory. Contracts for the lease, Spaces for shared rooms.
• Practice / agency: Cases template. Code, priority, due date, stakeholders on the file. The ticket stays the inbound request; the case is the merit dossier, linked to the ticket.
• Field service: Jobs (site, window, priority) + Equipment (warranty, condition), both linked to the contact in the field.
• Training: Courses with seats, dates and fee; attendees in the directory; Spaces for the classroom. Kanban Scheduled → Open → In progress → Completed.
• Vet / boarding: Animals with name, species, chip, next vaccine on the calendar; owner in the directory.
• Your own process, from scratch: e.g. software licences (code, vendor, expiry, amount). No template covers it: start blank and add only the fields you use.

Where to find it and who can access

Organization menu (building icon) → Applications.

Only Owners create the app, turn switches on or off, open Settings and delete the application.

Plan required — to create and use custom applications you need at least the Small plan. With the Free plan the create button is not available.

With the app on, Members see it in the menu, open list/kanban/calendar and work the records. As on a task: you can restrict a record (privacy) and filter the list by owner or team.

After creation Mokapen opens that app's Settings straight away. You get back there from the name on the Custom applications card, or from the Organization side menu (item with icon and title).

The plan is per organization: two orgs on the same account can have different applications.

Create an application

1. Organization → Applications → Create custom application.
2. Choose Create from template (ready kit) or Create from scratch.
3. Fill in:
   • Plural name — menu label, e.g. Vehicles.
   • Singular name — appears in «New vehicle» and in confirmations.
   • Short description — text next to the name on the Applications page.
   • Icon.
4. Confirm: Mokapen creates the app and takes you to Settings.

With a template, name, singular and icon come pre-filled: you can change them before saving, and later from the Info card.

The URL slug (e.g. vehicles) is generated from the plural name at creation. If you rename the app later, the slug does not change: keep that in mind if you have already shared links.

Templates

Templates are a starting point: fields, views and pipeline already set up. Afterwards you can add, remove and rename everything. The gallery has two groups, a card preview and the included views.

Assets & inventory

Vehicles — fleet, rental, workshop.

• Fields: license plate (required), brand, model, year, VIN, mileage, fuel type (gasoline, diesel, electric, hybrid, LPG), insurance expiry.
• Links: contact and company.
• Calendar: insurance expiry.
• Pipeline: Available → In use → Maintenance → Retired.

Properties — apartments, rooms, units.

• Fields: address (required), city, postal code, floor, surface (m²), rooms, available from, rent.
• Links: contact and company.
• Calendar: «Available from».
• Pipeline: Available → Reserved → Occupied → Unavailable.

Equipment — tools and devices.

• Fields: code, brand, model, serial number, location, purchase date, warranty expiry, condition (new, good, fair, poor).
• Links: contact.
• Calendar: warranty expiry.
• Pipeline: Available → Assigned → Maintenance → Retired.

Animals — pets and boarding.

• Fields: species (required: dog, cat, bird, rabbit, other), breed, sex, date of birth, microchip, next vaccine, coat.
• Links: owner's contact.
• Preview title: Name.
• Calendar: vaccine.
• Pipeline: Active → Boarding → Treatment → Archived.

Operations

Contracts — leases, services, subscriptions.

• Fields: code, type (lease, service, subscription, other), start/end dates, amount, renewal date.
• Links: contact and company.
• Calendar: contract period.
• Pipeline: Draft → Active → Expiring → Closed.

Cases — files and dossiers.

• Fields: code, type (administrative, legal, consulting, other), opened on, due date, priority.
• Links: contact, company and stakeholders.
• Calendar: from opening to due date.
• Pipeline: Intake → In progress → Waiting → Closed.

Jobs — field service.

• Fields: code, site address, city, scheduled start/end, priority.
• Links: contact, company and stakeholders.
• Calendar: work window.
• Pipeline: Scheduled → In progress → Waiting for parts → Completed.

Courses — training editions.

• Fields: code, venue, city, seats, dates, fee.
• Links: contact and stakeholders.
• Calendar: course dates.
• Pipeline: Scheduled → Open → In progress → Completed.

Spaces — rooms and desks.

• Fields: code, address (required), city, postal code, phone, building, floor, capacity, amenities.
• Calendar: the kit has no dates. If you need one, add a date field and map it in Settings → Calendar.
• Pipeline: Available → Reserved → Occupied → Unavailable.

Create from scratch

It starts with the List view only and the basic fields: title, type, subtype, description, owner, stakeholders. Kanban and calendar stay off until you turn them on.

Typical path:

1. Create the app.
2. Add the process Fields.
3. Arrange the Card.
4. Choose the list columns.
5. Turn on Kanban and create pipeline and statuses.
6. If you have dates, map the Calendar.

Without a pipeline the kanban board has no columns. Without a date field the calendar stays empty.

Application settings

From the Settings page you configure the app as you do with Tasks or Deals:

• Info: name, singular, description, icon.
• Fields: field warehouse. See the Fields guide. On some fields, if the plan is not enough, Mokapen shows the medal icon.
• Card: which fields appear on the Data tab and in which order. See the card layout.
• List and columns: list columns. See list and columns.
• Kanban card (Medium plan): which fields you see on the board card. Appears if Kanban is on.
• Kanban: pipeline and statuses.
• Calendar: which date field is the start (and, if needed, the end).
• Tabs: which tabs to show on the record and in which order.

At the bottom is the red Delete area: it wipes the whole application. See Delete the application.

Views: List, Kanban, Calendar

In the Pages block you choose what appears in the app bar. The main menu opens the first view that is on, in the order you set (drag the handle).

• List — always on. If you turn the others off, this is the one you use.
• Kanban — board by status. Click the chip to turn it on or off.
• Calendar — records on the dates you mapped.

Turning Kanban or Calendar on brings up the configuration cards. Turning a view off hides it from the menu; the data stays. Templates usually start with all three; from scratch starts with List only.

Kanban and pipeline

Same logic as Deals and Tickets: one or more pipelines, each with statuses as columns. From the Kanban card you rename, reorder, add or remove statuses and pipelines. Templates already create a pipeline with the kit statuses.

On the board you move records from one column to another to change status. Which fields you see on the card is set in Kanban card (Medium plan).

If the board is empty: turn Kanban on in Pages and create at least one pipeline with two or three statuses.

Calendar

In Settings → Calendar you set the start date field and, if the event has a duration, the end date. If you do not have a date field yet, create it first in Fields. Templates with a single date (insurance, vaccine, warranty) use the same field as start and end.

It is this app's calendar (fleet expiries, renewals, jobs), not the global calendar of tasks and appointments.

Record tabs

By default the record has:

• Data: the fields you put in the layout.
• Checklist: repeatable steps on the record.
• Connections: directory, native apps and other custom applications.
• Timeline (dropdown): record history.

From Settings → Tabs you reorder or hide tabs. For operational work use the checklist or link a task.

Using records

From the main menu open the app (e.g. Vehicles). At the top you have List, Kanban and Calendar (the ones you turned on), the owner or team filter, Filters (Premium) and the + button followed by the singular name (e.g. + Vehicle).

Create a record

1. Click + Vehicle (or your app's singular).
2. Enter a clear title — e.g. «Fiat Ducato — AB123CD».
3. Fill the fields (plate, brand, expiry…) and link the customer in the directory.
4. Save: the record appears in the list and, if you have kanban, in the first column. If you mapped a date, it also appears on the calendar.

Record

Click the title to open the side record; with the Small plan you can expand to full page (same layout, more space).

Action bar:

• Privacy, tags, color, copy link.
• Full page (Small plan).
• + Create and connect: task, appointment, deal… linked to this record.

Options menu (three dots):

• Clone: duplicates the record.
• Archive / Restore (Medium plan): takes it out of the active flow without deleting it — a retired vehicle, a closed contract.
• Edit card / tabs (admin): field and tab layout.
• Delete: organization trash; from the banner you restore or permanently delete.

On the Data tab you edit fields inline (pencil icon), as on Deals and Tickets.

Connections

Records sit in the connections graph, like the rest of Mokapen.

On the app record you link contacts and companies (in templates they are already on the Data tab). On Task, Deal and Contact records a section appears for every active custom application: from the contact you open the rented vehicle, from the contract the property. Between your apps: job → vehicle, case → contract.

Contact and company in templates are connections, not extra fields. You manage them from the card layout and the Connections tab.

Turn on and off

In Organization → Applications each of your apps has the same switch as the others. The Enable all applications master includes them.

• On (default): menu item, usable records, visible connections.
• Off: disappears from everyone's menu. Data and settings stay. Turn it back on and everything reappears.

Confirm with Save at the bottom of the page, otherwise the switches do not stick.

Delete the application

Deleting is not turning it off. From Settings → Delete you must type DELETE. The operation is irreversible: all records, fields, views, pipelines, files and links of that app go.

Contacts, companies and tasks stay: only the reference to that vehicle or contract disappears. If you are not sure, turn the switch off and wait.

Common issues

I cannot see the Create button — you must be an Owner, on the Small plan (or above), on the Organization → Applications page.

The app does not appear in the menu — switch off (and Save not pressed), or the app was deleted. Members do not create it: they use it if the Owner turned it on.

Empty kanban — view off, or no pipeline. Turn Kanban on and create statuses (templates do this for you).

Empty calendar — missing a date field or the mapping in Settings → Calendar. On Spaces the kit has no dates: add them yourself.

I cannot find contacts on the record — connection not placed in the Card layout, or Connections tab hidden. In templates contact and company are already on the Data tab.

I turned the app off and thought I had deleted it — the data is there. Reopen Applications, turn it on, Save. To wipe it you need Delete + confirm DELETE.

FAQ

Q: How many custom applications can I create?

A: There is no on-page cap. Create one per domain object (Vehicles, Contracts…), not one per nuance. Too many items clutter the menu: turn off the ones you do not use.

Q: Can I use a template and then change it?

A: Yes. Fields, statuses, views, names and icon can all be edited. The template just avoids starting from an empty card.

Q: Should I create Vehicles if I already have Products in the catalog?

A: Products are catalog, quotes and orders. A fleet vehicle (plate, mileage, insurance, «in the workshop») is a different object: that is what the Vehicles application is for.

Q: Are Tickets not enough for cases?

A: The ticket is the request and the conversation. The case is the file (code, due dates, dossier priority). They often live together: the ticket links to the case.

Q: Who can see the records?

A: Organization members, if the app is on. As on a task: you can restrict the single record (privacy) and filter the list by owner or team. Turning the app off hides them from everyone, without deleting the data.

Q: Does the search at the top find my records?

A: Yes, by record title (plate, property name, case code), as you do with tasks and contacts. Next to the result you see the app name (e.g. Vehicles).

Q: Can I import an Excel of vehicles?

A: Organization import does not list these types. Enter the records in the app, or use the API if volumes are large.

Q: Can I automate «when insurance expires…»?

A: There is no dedicated trigger. Use the app calendar and the list filtered on dates. If the next step is a task or a deal, automations start from there.

Q: Does deleting the application also delete linked contacts?

A: No. The app records and the links go. Contacts, companies and tasks stay.