📝 Overview
The Customer profile can be customized by Headquarter or Location Administrators to collect important details about each of your Customers or for the delivery of an Appointment. Customization is configured through Settings > Customer Fields/Terms. In addition to personalizing the information you collect, you can configure different sets of fields that are editable by Customers or by your Staff Members, allowing you to store internal information that Customers cannot access.
🛠️ Field Display Configuration
You can modify the label associated with each field to help your Customers understand the information to enter or select.
Three Independent Configuration Areas:
There are three areas of the system you can modify independently:
Customer View Registration — Defines what the Customer will see and/or be prompted to complete in order to create their profile directly into your scheduling system.
Customer Profile — Defines the profile fields that display when administrative users or Staff Members create a new Customer directly into the system from the Customers > Add New Customer page.
Appointment Page — Identifies the profile fields that will display on the Customer page of the Make Appointment Window, which you open either from the Calendar or Appointment Search.
Field Display Preferences:
For each of the three areas, understand the following display preference options:
H: Hidden — The field will not be displayed to the user.
R: Required — The user will not be able to create a profile or book an Appointment without first entering information in any required fields.
O: Optional — The field will display, and the user will be able to enter information, but empty fields will not impact the completion of any action.
V: View Only — Information will be readable but not editable by a specific user.
✏️ Field Customization Options
Once you have determined the display settings, you can further customize how the field is presented to users. Customize the Customer profile through the following options.
💡 Pro Tip: These configurations do not impact the saving of data, only the visual presentation. If you are using Web Services or an API to integrate with the system, data is retrievable from the Field value (left-most column), not the Display Name.
Display Name — The label for the given field that will be visible to Customers, administrators, or Staff Members. The system default label is already displayed, but you can personalize it for your users.
Example: You may use "Surname" instead of "Last Name" for your Customer Profiles.
Display Notes — Add help text to a field that will display through the Customer View application, guiding Customers to enter the right information.
Sort Order — The display order of the available fields. Modify the system defaults if you want to prompt users to complete information in a different order.
Example: You may decide you want users to enter the Last Name before the First Name by changing the sort order for the Last Name field to have a lower numerical value than the First Name field.
🔍 Other Customer Fields
Outside of the recommended demographic data fields (name, address, contact information), you can utilize additional fields within the system to capture or identify your Customers.
Fields with Customizable Dropdown Lists:
Some fields may be set up with a dropdown selection list, allowing your Customers to select from a predefined set of values that you configure in your account. Fields that support a customized dropdown list are:
Customer Type ID
Heard Via
Status
The options for these fields are defined from the List tab. For further information on using the List area, please refer to our Lists Overview article.
🔑 Additional Custom Fields
If the current set of fields is not enough, up to four additional custom fields may be added for each account Location. There is a one-time fee of $150.00 USD for each field added.
⚠️ Important Notes:
Any changes requested after adding a field, such as updating the drop-down list, will require adding the field a second time. The same fees charged to add a field will apply when updating a field.
We will email an invoice to the main billing contact for your account and auto-bill the Credit Card you have on file within 1 to 2 business days of receiving your request.
We will add the custom field(s) to your account within a week of receiving your request; however, it may take 6 to 10 weeks for the field(s) to show in the Appointment Report.
Additional charges may apply for accounts with more than five Locations.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
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What details do I need to provide when requesting a custom field?
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To have one or more custom fields added to your account, reach out to support and include the following details for each field:
Field Name — What is the Title, as it should show when creating appointments?
Field Level — Is it a "Customer" or "Appointment" level field?
Customer Fields — Saved to customer profiles
Appointment Fields — Saved to individual appointments
Field Type — Should the field be a Text Box, Drop Down, Radio, or Yes/No?
Text Box — Users type a response within the space provided. Please indicate the number of characters users can enter.
Drop Down — Users can select a single option from the pull down list. Please indicate what options will show in the list.
Radio — Users can select a single option from a bullet list. Please indicate what options will show in the list.
Yes/No — Users can select a single bullet option for yes or no.
Sort Order — What order should the field show on the Make Appointment page or Registration page? Please indicate the sort order for both Site Administration and the Customer View (if applicable).
Field Preferences — Should the field be Hidden, Required, Optional, or View Only? Please indicate your preference for both Site Administration and the Customer View (if applicable).
Reportable Field — Does the field need to show when running Appointment Reports? Indicate Yes or No.
How long does it take to add a custom field to my account?
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We will add the custom field(s) to your account within a week of receiving your request. However, it may take 6 to 10 weeks for the field(s) to show in the Appointment Report.
What happens if I need to change a custom field after it's been added?
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Any changes requested after adding a field, such as updating the drop-down list, will require adding the field a second time. This means the same fees charged to add a field will apply when updating a field.
Are there any restrictions on how many custom fields I can add?
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Up to four additional custom fields may be added for each account Location. Additional charges may apply for accounts with more than five Locations. Contact support for details about your specific situation.