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When a customers books through the system, you can choose to add extra information fiends, such as more detailed contact information, information about allergies or more specific information regarding every participant in the booking.
Example of a booking experience that have the standard fields (marked with a one(1)) and extra fields (marked with a two(2)).
Standard field when booking
The customer must always provide their first name, last name, email address, and phone number when making a booking (these fields are mandatory).
Staff will always have an optional comment field available when making bookings, which can be used to note down information about the customer that other staff members may need to know.
How to add other standard fields:
As an admin, go to Settings (in the left-hand menu) > Bookings.
Scroll down to the Standard fields for bookings section.
Check or uncheck the boxes to choose whether the field should be visible and/or required. A field can be visible without being required, but it cannot be required without being visible. Therefore, a field will automatically become visible if you choose to make it required.
Choose whether the setting should apply to customers, staff or both.
Click Save.
Additional booking information
Standard fields apply to all bookings, while additional booking information is linked to the specific products the customer books. You can choose whether a field should be filled in once per booking or once per participant.
Create a new field
Go to the relevant product > Additional booking information.
Click Create new field.
Enter the Label for the field (the name of the field that will be shown to the customer, e.g. registration number, age, etc.).
Enter an internal name for the field (required).
Choose the data type for the field:
Single line text/Multi line text – the user can enter information in text form.
Checkbox – the user can confirm an option you have specified (e.g. “I am 18 years old”).
Dropdown menu (max 1 option) – the user can select one option from several alternatives you have specified.
Checklist (multiple options) – the user can select one or more options you have specified.
Date – the user can enter a date.
Time – the user can enter a time.
If you have selected Dropdown menu or Checklist, you need to specify the options the user can choose from. After entering an option, press Enter to add it, then you can add more options.
Enter Help text. The help text is used to clarify what the user should enter in the field.
Click Save.
NOTE! If you offer the booking experience in multiple languages, the label and help text must be provided in each respective language.
Example of how a field can look.
Tip! You can preview the information field at the top of the editor (marked with the red arrow above) before you save.
Add a new field
The field you have created is automatically added to the tab you were in, either “per booking” or “per participant.” If you want to change this, or add an existing field to your product, follow the steps below:
Choose whether the field should be added per booking or per participant by selecting the relevant tab.
Example of a field per booking: “I confirm that all participants are over 18 years old.”
Example of a field per participant: The participant’s height and weight.
Click the plus icon next to the field you want to add.
Choose whether the field should be visible and/or required for the customer and/or staff.
Click Save.
Once you have created an additional booking information field, you can add it to other products as well. This means you do not need to create the same field again for each product.
Edit fields and order
If you want to change the order in which the fields are completed, simply click and drag the arrow cross to rearrange them. Remember to save your changes.
See the information in a booking
In the booking, information from both the standard fields and the additional booking information is displayed in the Customer section.
Change the additional booking information in a booking
If a booking is changed, for example by adjusting the number of participants or adding or removing products that require additional information, any relevant fields need to be updated.
If you change the number of participants or add or remove products for example, the fields will be resynchronised.
If the number of participants has increased or products have been added, you need to fill in the fields that have been added. If the number of participants has decreased or products have been removed, the system will automatically remove the fields belonging to the participants or products that have been removed. Make sure to update the remaining fields so that the information is correct. Make sure to update the remaining fields so that the information is correct by clicking “Edit” in the Additional booking information section.
FAQs
Are additional booking information fields included in the customer’s booking confirmation?
Are additional booking information fields included in the customer’s booking confirmation?
This information is not automatically added to the booking confirmation when you create new fields for customers and/or staff to fill in.
You can choose which fields should be displayed in the booking confirmation by going to Settings > Automatic messages and selecting Edit for the booking confirmation. Then, select the fields you want to include in the booking confirmation. Read more about this here.