Custom fields are perfect for collecting additional information that you need from your customers (such as hotel, height) or for your own personal records (order invoiced, comes with an infant...). By creating custom fields you can gather important information from a customer directly at the checkout, something that saves you time so you can focus on your activities instead.
Please have in mind these custom fields will make the booking process longer, so ask for the information you absolutely need for the booking. Have in mind we offer the possibility of having these fields filled in after the booking, this way you can get as much info as you need without distracting your customer before the payment.
To create a custom field, click the Design & drop-down menu on the top navigation bar and select Custom Fields.
Types of Custom Fields
Select which area you would like to create a custom field for
Guest field
A custom guest field will let you get specific information from the customer when they book a trip with you, such as their name, age or other required information.
You can define whether or not this information is required before booking, after the booking or not at all.
Guest custom fields will be asked once per passenger when booking a fixed price category, and only once for all when booking a Variable Price Category. See our price category documentation for more information Price Categories.
If you want to make the booking process shorter, but still you’d like to gather all the necessary information from your customers, you can choose to ask for these details after booking, on the Thank you page. There they will see the form for them to input their details.
When creating a custom field have in mind:
| Field Name - Name of the custom field. |
|
Field Type - Select the type of custom field. Text just requires your customer to write in a box (for example, flight Number) |
| Is required - Is this field mandatory for the customer/user to fill out? |
| Visibility - Is this field visible to your customers? |
| Label - The heading for the custom field (when visible to the customer). |
| Options - The possible choices for this custom field (this is only applicable for radio buttons, checkboxes. and drop-down lists). When adding more than one option, be sure to write one option on each line. |
| Limit to Activities - Select which tours you would like this field to apply to. |
| Field name: the internal naming you'll set for your custom field. |
Activity
Add a custom field to a tour in order to record specific information about the tour itself. You’ll see these questions appearing now when creating or editing an activity, where you will introduce the information.
You can also hide this field from your customers if you would like.
All this info will be shown on sales reports.
User
The user in TrekkSoft is the person who is ultimately buying the trip, and it will be her or his name the one that appears at the top of the basket.
The information collected via these Custom fields will be primarily used to communicate to your client: send him tickets and receipt and the pre and post trip email notifications.
If there is no user email gathered we will use guest email.
The main difference between using Guest custom fields and User custom fields is that First and Last name will only who in Reports if these are filled as guest custom fields.
Basket
A custom basket field is very useful for internal records and can be as simple as a check box that lets you know that an order has been completed.
When people book on your website you’ll have to distinguish between 3 types of users within your account (other than your employees who have their own account created by you):
- A Guest is someone who is registered to join a trip you run.
- A Customer is a person who booked and paid for the trip, also known as the Buyer.
- A User is someone who works in your company, your agent, reseller or even your business partner, you create the account for them and is handled in a different part of the system, see more information here.
To access the list of Guests and Customers go to the left navigation menu, click on Bookings > Guests/Customers.
Select the category you’re interested in, whether a guest or a customer from the top of the page.
All individuals who have booked a trip with you are your guests - both previous and upcoming tours. Compared to customers, a guest does not have to be the person pays for the booking. Your guest records will also include any additional information you’ve collected from your custom fields.
All individuals who have paid for a booking are your customers or buyers. These are the users who have entered their email addresses and received the order receipt. There will only be one customer per transaction and this is the person who will appear as the Buyer in the Basket Details View.
Note: Each booking can only have one customer. However, it can have one or multiple guest/s associated with the booking.
Custom Fields & Packages
In order for a custom field to show only once when booking a package you will have to check the following option:
This way, even though both activities need the same CF, it will show only once.
Editing custom fields
To edit a custom field;
1. Head over to Design & Pages at the top navigation bar.
2. Select Custom Fields.
3. Then, select the type of custom fields you would like to edit.
4. Search for the item you would like to edit and click on Action on the right.
5. Select Edit to make changes to your custom field setting.