Can we add our own fields?

Yes, and you add them yourself on a screen. Give the field a name, pick what kind of thing it holds — text, a number, a date, a yes/no, a date and time, or a list you write — and it appears on that record from the next time somebody opens it. You can put up to 50 of your own fields on any one kind of record.

Can we change the labels and the language?

Yes. Every label on every screen is a setting in your own system, in each language you work in. If your people say “Client” and the software says “Business Partner”, change it once and the whole system says Client. A colleague working in French sees the French wording on the same screen. You can also hide fields you never fill in and change the order of the ones you do.

Do we have to take every update?

No, not the ones that change how the system works. Those come out as a new release line and you move to it on a date you pick — usually two or three months after we ship it, once your finance team is out of month-end. Three lines run at once, so you can sit out roughly three releases before you need to move. Fixes with no change to how anything works do go out to everyone on your line.

Is our data separate from other customers'?

Yes. Each customer’s business data lives in its own database, not in shared tables with a column saying which company each row belongs to. There is no tenant column on a business table to get wrong. It is also why adding your own field is cheap: a column you add is a change to a database only you use.

Can we import our users from Microsoft or Google?

Yes. Connect your own Microsoft 365 or Google Workspace directory, search it, tick the people you want, choose their roles and bring them in as one batch. They sign in with the account they already have, so there is no second password to set or forget. The list is read live each time — we keep no copy of your staff list.

Do you collect data about how we use the system?

Only if you switch it on. There are three separate consents on a screen in your own system and all three start off. Turn on the first and error reports travel to us automatically. The other two — application logs, and extracts of data — never travel on their own: a person at your end has to send each one deliberately. Turning a consent back off stops the next send; it cannot recall what already went, and the screen says so rather than implying an undo.

SM Space · System Administration

ERP System Administration You Run Yourself

SM Space is built so that ERP system administration is something you do rather than something you raise a ticket for. Add your own fields, change what the screens say in each language you work in, and take a new version when it suits your calendar rather than ours. Each company’s data sits in its own database.

The point of all four: you are not waiting on our release schedule, our developers, or our permission.

Book a demo See how it works

Last updated: September 2026

A field that did not exist this morning

Equipment form · Site access code · Text, 12

on the formaddedwhere you put it
on the listaddedas a column
filter & sortworksNGT-4471
next updateuntouchedit is yours

a second Serial number ✗ that name is already on this screen

refused as you type it, before anything is saved

Not this month, thanks

Version 4.2 available · released 12 Aug

your system4.1unchanged
your closeends 05 Sepevery month
scheduled for14 Oct← you chose this

Until then, nothing changes.

a restart does not move you either — that is the whole point of it

Separate, not filtered

two customers, two databases

Northgate Ltdtheir own database

Braemar Ltdtheir own database

not one table with a company column

it is also what makes your own field cheap — a column only you use

Your words, their language

one screen, three versions

as shippedyour wordingin French
Business PartnerClientClient
ResourcePartPièce
Legal EntityCompanySociété

the wording your team already uses beats the wording we happened to choose

Above: a custom field — Site access code, text, 12 characters — added to the equipment form and appearing straight away on the form and the list, filterable and sortable there, and left alone by the next update, with a second field named Serial number refused because that name is already on the screen; a customer scheduling version 4.2 for 14 October because their month-end runs to the fifth of September; two companies in two separate databases rather than one shared table with a company column; and one screen’s labels rewritten in a customer’s own words and shown in French.

What you can do

Take a new version on your own schedule, not on ours
Add your own fields to a screen — up to 50 on any one kind of record
Filter, sort and search on a field you added, the same as any built-in one
Change the words on any screen, in each language you work in
Write your own help text on a field, for the person who has to fill it in
Hide the fields you never use, regroup them, and change the order they come in
Show only the modules you actually bought
Bring your users in from Microsoft 365 or Google Workspace instead of typing them in
Check that the system is up, and see how busy it is
Read the errors, export them, and send them to whoever needs them
Watch the background jobs, and find the queries that are running slowly
Decide whether we receive any diagnostic information at all

Updates on Your Schedule

In most cloud software an update arrives when the vendor ships it. If that lands on the second of the month while your finance team is closing the books, that is your problem.

Here a new version is something you take, on a date you pick. The normal case is two or three months after we release it — when close is done, and when your people can be shown what changed. Until then your system stays exactly as it is.

Version 4.2 comes out on 12 August. You are on 4.1, your month-end runs to the fifth, and September is not the month to be learning new screens. So you put it in for 14 October, and 4.1 is what everybody logs into until that morning. A restart does not move you, and neither does us shipping 4.2 to somebody else.

Three versions run at once, so you can sit out roughly three releases before you need to move. The one thing you do not choose is a fix — 4.1.6 to 4.1.7, a bug corrected, nothing else different — which goes to everybody on your line. We take a copy of your database before we move you, so there is a way back for a few days afterwards.

Updates · Northgate Ltd

AvailableVersion 4.2released 12 Aug
You are onVersion 4.1unchanged since March
Your month-endends 05 Sepevery month

Scheduled for 14 Oct you chose this

Until then nothing changes. A restart does not move you, and neither does us shipping 4.2 to somebody else.

The one thing you do not choose: a fix with no change to how anything works — 4.1.7 — goes to everybody on your line.

Version 4.2 came out on 12 August. Northgate are on 4.1, their month-end runs to 5 September, and they have put 4.2 in for 14 October. Until then nothing changes, and a restart does not change it either.

A Separate Database Per Company

Most business software keeps every customer in the same tables, with a column on each row saying which company it belongs to. It works, right up until one query forgets the filter.

Each customer’s business data lives in its own database, not in shared tables. Northgate’s customers, orders and payroll are in Northgate’s database. Braemar’s are in Braemar’s. There is no company column on a business table, so there is no filter to forget.

The difference shows up on the days that matter. A query that goes wrong in one company’s system cannot reach another’s, and “show me everything you hold about us” is a question with a boundary rather than a filter.

It is also the reason the rest of this page is possible. A field you add is not a change to a shared design that two hundred other companies then carry around — it is one column, in a database only you use.

Two customers, two databases

Northgate Ltd

their own database every table in it is theirs

Customers1,204 rowsall Northgate Ltd’s
Company columnnonethere is nothing to filter on

Braemar Ltd

their own database every table in it is theirs

Customers318 rowsall Braemar Ltd’s
Company columnnonethere is nothing to filter on

not this one Customers table holding both companies, with a company column and a filter that has to be right on every query

A query that goes wrong in one company’s system cannot reach another’s, and “show me everything you hold about us” has a boundary rather than a filter.

Northgate and Braemar each have their own database. Northgate’s Customers table holds 1,204 rows and Braemar’s holds 318, and every one of them is that company’s — there is no company column on either, because there is nothing to filter.

Add Your Own Fields

Every business tracks something no software company anticipated. A site access code. An internal grade. The name of the person who introduced the customer.

You add those yourself, on a screen, in about a minute. Give the field a name, say what kind of thing it holds — text, a number, a whole number, a date, a date and time, a yes/no, or a list of options you write — and it is on that record from the next time somebody opens it.

The part that makes it worth having: it behaves like a real field. Add “Site access code” to your equipment, 12 characters of text. It appears on the equipment form in the group you put it in, and it can be a column on the equipment list. Type NGT-4471 into the filter and you get that machine; sort the list by it and it sorts. It is not a notes box nobody can do anything with.

You can put up to 50 of your own fields on any one kind of record. A name already used on that screen is refused as you type it. Removing one is two steps, never one: hide it and the data stays, and deleting it for good tells you how many records have something in that box first. And our updates never touch a field you made — that is the sentence customers actually ask for, and it has a test of its own on every release.

Add a field · Equipment

LabelSite access codewhat people see
HoldsTextup to 12 characters
OnEquipmentevery machine you own
ColumnExt_site_access_codewe add the Ext_ ourselves

On the equipment form under the group you put it in
On the equipment list as a column, if you want it there
Filter, sort and search type NGT-4471 and get that machine
Kept when we update our releases never touch a field you made

refused a second field called Serial number — that name is already on this screen, and two fields with one name is a screen nobody can use

Refused as you type it, before anything is saved. Removing a field is two steps as well: hide it and the data stays, and deleting it for good tells you how many machines have something in that box first.

A text box called Site access code, 12 characters, added to the equipment form. It is on the form, it is on the list, you can type NGT-4471 into the filter and get that machine — and a second field called Serial number is refused, because that name is already on the screen.

Rename Anything, in Any Language

Labels, help text, the questions on a form, what is on the menu — these are settings in your own system, per company, in each language you work in.

So the field we call “Business Partner” can say Client on your system, and a colleague opening that screen in French sees Client too. Resource becomes Part, and Pièce in French. The wording your team already uses beats the wording we happened to choose, every time.

You can also hide the fields you never fill in, put the ones you do into groups that make sense to you, and change the order they come in.

And there is help on individual fields you can rewrite. Two sentences, at two moments: what a field is for, offered on hover — “The company this order is placed with” — and what the business loses without it, shown under the field when a save fails: “Without a Client we can’t work out the tax or the currency”. The second one is what a new starter actually needs, and it is the one nobody writes. Ours is a starting point; the words are yours.

Field labels · Northgate Ltd

As we ship it	Your wording	In French
Business Partner	Client	Client
Resource	Part	Pièce
Legal Entity	Company	Société
Posting Date	Date out	Date de sortie

On hoverThe company this order is placed withours, and you can rewrite it
After a failed saveWithout a Client we can’t work out the tax or the currencywhy it matters, not just that it is missing

Both sentences are settings in your own system, in each language you work in. The second one is the part a new starter actually needs, and it is the part nobody writes.

The field we ship as “Business Partner” says Client on Northgate’s system, and Client again to a colleague working in French. Resource becomes Part, and Pièce. Legal Entity becomes Company, and Société.

SM Space ERP system administration, compared

The one-line answers buyers usually ask for, and then the one that matters more — what it does not do.

Your own fields Real columns, up to 50 on any one kind of record, in seven kinds — text, number, whole number, date, date and time, yes/no, and a list you write.
Filter and sort on them A field you added filters, sorts and searches on the list exactly like one we shipped.
Kept through an update A release never touches a field you made, or the data in it.
Labels per language Every label, tooltip and help sentence is a setting, per company, in each language you work in.
A database per customer Your business data is in its own database, not in shared tables with a company column.
Updates you schedule You pick the date. Three versions run at once, so you can sit out roughly three releases.
Modules you bought Turn on what you paid for; the rest never appears on the menu.
Users from your directory Search your own Microsoft 365 or Google Workspace list, tick people, bring them in as one batch.
Health and errors Is it up, how busy is it, what has failed — on a screen, and exportable.
Diagnostics off by default Three separate consents, all starting off. Nothing leaves your system until somebody at your end turns one on.
Cloud Runs in a web browser, nothing to install.

What it does not do. You add fields to the screens we ship — you do not build screens of your own, and that is a different job we have not built yet. Your own fields go on the main record, not on the lines inside it, so a purchase order can carry one and a line on that order cannot. And a field you add is not yet something you can drop onto a report you design yourself: it is on the form and on the list, where you can filter, sort and search on it, and that is what we will show you.

How it fits with the rest of SM Space

None of this is a separate admin product bolted on the side. That is the whole reason a change takes an afternoon rather than a quarter.

You — on a screen, in about a minute adds
No release, no developer, no ticket adds

One ordinary field A real column in your own database, described the same way every field we ship is described — which is why nothing downstream has to be told about it

then The form — wherever you put it, in the group you chose
then The list — filter, sort and search on it like any other column
then Security & access control — who may see the screen it sits on
then The next update — which leaves it exactly as it is

A field you add is described in exactly the same way as a field we shipped, so nothing downstream has to be taught about it. It is on the form, it is on the list, and it filters and sorts there. The permissions on the screen it sits on still decide who can open it. The audit trail keeps the record of who changed what on that screen, and reporting and dashboards is where the numbers on that screen end up. The built-in AI assistant reads the same description of a field that the screen does, including the help text you wrote — so telling it what your field means is the same act as telling a new starter.

Who this is for

Companies of roughly 20 to 500 people, and usually one person who “does the IT” on top of another job. You know it is you if you have been quoted for a change that should take an afternoon, if you call a field “Business Partner” in meetings because the software does, or if last year’s update landed the week of year-end. SM Space is a cloud ERP system: it runs in a web browser, with nothing to install.

Frequently asked questions

Can we add our own fields?: Yes, and you add them yourself on a screen. Give the field a name, pick what kind of thing it holds — text, a number, a date, a yes/no, a date and time, or a list you write — and it appears on that record from the next time somebody opens it. You can put up to 50 of your own fields on any one kind of record.
Can we change the labels and the language?: Yes. Every label on every screen is a setting in your own system, in each language you work in. If your people say “Client” and the software says “Business Partner”, change it once and the whole system says Client. A colleague working in French sees the French wording on the same screen. You can also hide fields you never fill in and change the order of the ones you do.
Do we have to take every update?: No, not the ones that change how the system works. Those come out as a new release line and you move to it on a date you pick — usually two or three months after we ship it, once your finance team is out of month-end. Three lines run at once, so you can sit out roughly three releases before you need to move. Fixes with no change to how anything works do go out to everyone on your line.
Is our data separate from other customers'?: Yes. Each customer’s business data lives in its own database, not in shared tables with a column saying which company each row belongs to. There is no tenant column on a business table to get wrong. It is also why adding your own field is cheap: a column you add is a change to a database only you use.
Can we import our users from Microsoft or Google?: Yes. Connect your own Microsoft 365 or Google Workspace directory, search it, tick the people you want, choose their roles and bring them in as one batch. They sign in with the account they already have, so there is no second password to set or forget. The list is read live each time — we keep no copy of your staff list.
Do you collect data about how we use the system?: Only if you switch it on. There are three separate consents on a screen in your own system and all three start off. Turn on the first and error reports travel to us automatically. The other two — application logs, and extracts of data — never travel on their own: a person at your end has to send each one deliberately. Turning a consent back off stops the next send; it cannot recall what already went, and the screen says so rather than implying an undo.

Make it work the way you already do.

Book a 30-minute demo and we’ll add one of your own fields on the screen.

Book a 30-minute demo