Managing entities
Understand entities and records in Vetta, find them in Settings, and create a custom entity with its own fields and relations.
Updated October 25, 2026 · 6 min read
An entity is a type of record in Vetta: People, Companies, Opportunities and Tasks come with every workspace, and you can add custom entities for anything else your business tracks. Every entity works the same way, with fields as its columns, saved views, workflow triggers and API access, so once you know one you know them all.
What is an entity?
An Entity represents a category of information tracked in Vetta. Each entity contains records, which are individual CRM entries.
What an entity is in Vetta and where to find all of them. Everything you store is a record, and every record belongs to an entity, a type of record. People, Companies, Opportunities and Tasks come with every workspace, Notes sit on each record's Notes tab, and Workflows and Sequences are under Automation. Entities share fields, saved table or kanban views, workflow triggers and the API. Settings, then Entity under Data, shows each as Standard or Custom with field and record counts. Use it to understand the data model.
Transcript
Before you add anything to Vetta, it helps to know what it's made of. Everything you store is a record, and every record belongs to an entity: a type of record. People, Companies, Opportunities and Tasks come with every workspace, and they're listed here under CRM entities. Notes aren't in the list: you'll find them on each record's Notes tab. Workflows and Sequences sit under Automation. Every entity works the same way. Its fields are the columns. You can save views as a table or a kanban, and filter and sort them. Any entity can start a workflow when a record is created, updated or deleted, and developers reach it through the API. To see them all, open Settings, then Entity under Data. The Data model page lists your entities, whether each one is Standard or Custom, how many fields it has and how many records. Support Tickets is custom: this team added it. When the built-in ones don't fit, New Custom Entity lets you add your own.
Typical entities include:
- People: Individual contacts such as prospects, clients, or partners
- Companies: Organizations connected to people in your network
- Opportunities: Deals or revenue opportunities in your sales pipeline
- Tasks: Action items related to people, companies, or opportunities
These are listed in the sidebar under CRM entities. Notes are not in that list: you find them on each record's Notes tab. Workflows and Sequences sit under Automation.
All interactions (emails, messages, LinkedIn conversations, tasks, and notes) automatically connect to these records.
How entities connect CRM data
Entities organize relationships between records:
- A person can belong to a company
- A company can have multiple people
- A person or company can be associated with opportunities
- Activities can attach to any record
Record page · Linked recordsThis relational structure maintains proper business context throughout your CRM.
Records and fields
A record is an individual instance within an entity. For example, John Doe is a record in the People entity.
Fields define the attributes stored for each record. Examples include:
- People entity: Job Title, City, LinkedIn profile, Phone number, Lead status
- Opportunity entity: Deal value, Pipeline stage, Expected close date
Every entity behaves the same way: its fields are the columns, you can save views as a table or a kanban and filter and sort them, any entity can start a workflow when a record is created, updated or deleted, and developers reach it through the API.
Customizing and creating entities
You can add custom fields to existing entities directly from your workspace. To see every entity, open Settings → Data → Entity. The Data model page lists your entities, whether each one is Standard or Custom, how many fields it has and how many records. From there you can open an entity to manage its fields, and create entirely new ones for business-specific data, such as:
- Investors
- Projects
- Properties
- Contracts
Custom entities get the same capabilities as built-in ones: views, custom fields, relations, and automation.
Create a custom entity
When People, Companies and Opportunities do not fit something you track, such as the contracts you sign, give it an entity of its own:
- Open Settings → Data → Entity and click New Custom Entity.
- Pick an Icon and type the Singular name, for example Contract. The Plural fills itself in.
- Add a short description, then click Save.
- You land on the new entity. Open Fields: a new entity starts with a Name, plus Created by and its dates.
- Click Create Field to add what you need. To link each contract to a company, pick Relation, name it Company, choose Belongs to one and set the destination to Companies, then click Create field.
Creating a custom entity for something Vetta does not track by default, such as contracts. In Settings, open Entity and click New Custom Entity, pick an icon, type the singular name Contract (the plural fills itself), add a description and Save. Under Fields, Create Field with Relation, named Company, Belongs to one, destination Companies, links each contract to a company. The entity gets its own sidebar table and works with workflows and the API. Use it when People, Companies and Opportunities do not fit.
Transcript
When People, Companies and Opportunities don't fit what you track, like the contracts you sign, give it an entity of its own. Open Settings, then Entity. The Data model page lists every entity, standard and custom, with how many fields and records each one has. Click New Custom Entity. Pick an icon, type the singular name, Contract, and the plural fills itself in. Add a short description, then click Save. You land on Contracts. Open Fields: a new entity starts with a Name, plus Created by and its dates. Click Create Field and pick Relation. Name it Company, choose Belongs to one, and set the destination to Companies. Click Create field, and each contract can now point to one company. Contracts is in your sidebar too, with its own table to filter, sort and fill in, and it's ready for workflows and the API, like any other entity.
The new entity appears in your sidebar with its own table to filter, sort and fill in, and it is ready for workflows and the API like any other entity.
Choose the relation type by asking how many records sit on each side: Belongs to one links each contract to a single company, while Has many lets one record point to several.
Why entities matter
Entities form the foundation of Vetta's CRM structure. They enable your team to:
- Capture consistent information across all contacts and deals
- Mirror your actual business operations in the data model
- Allow AI to generate better signals and insights from structured data
- Power automation, reporting, and AI-driven analysis across your sales process
If what you need is a process that existing records move through, such as fundraising or partnerships, a pipeline is usually a better fit than a new entity.
Common questions
What's the difference between an entity and a record?
An entity is a type of record, such as People or Companies. A record is one entry inside it, such as John Doe in People. See What is an entity?.
Where can I see every entity in my workspace?
Open Settings → Data → Entity. The Data model page lists each entity, whether it's Standard or Custom, and how many fields and records it has. See Customizing and creating entities.
How do I create a custom entity?
Open Settings → Data → Entity, click New Custom Entity, pick an icon and a singular name, add a description and click Save. Then open Fields to add what you need. See Create a custom entity.
Should I create a custom entity or a pipeline?
If you're tracking a new kind of thing, such as contracts or properties, create an entity. If you need a process that existing records move through, such as fundraising or partnerships, a pipeline is usually the better fit. See Why entities matter and Working with pipelines.
How do I link my custom entity's records to a company?
Add a Relation field: name it Company, choose Belongs to one and set the destination to Companies. See Create a custom entity.
What's the difference between "Belongs to one" and "Has many"?
Ask how many records sit on each side. Belongs to one links each record to a single record on the other side, and Has many lets one record point to several. See Create a custom entity.
Where are Notes? They're not under CRM entities
Notes don't have a page in the sidebar: you find them on each record's Notes tab. See What is an entity?.
Can a custom entity have views, workflows and API access?
Yes. Custom entities get the same capabilities as built-in ones: views, custom fields, relations and automation, and they're reachable through the API. See Customizing and creating entities.
Key outcome
You now know how Vetta organises data into entities and records, where to see every entity in Settings, and how to add a custom entity with its own fields and relations. Whatever your business tracks, it can live in the same structure as your People, Companies and Opportunities.
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