Custom Fields

Custom fields let you add your own data fields to bookings, products, experiences, staff members, and customers. Use them to capture any information that is not covered by the built-in fields -- for example, a "Special Requirements" field on bookings or an "Employee ID" on staff records.

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Accessing Custom Fields

1. Click Settings in the sidebar.
2. Select Custom fields from the settings menu. It lives in the Connections & advanced group of the settings menu.
3. You will see the custom fields page, organized into collapsible sections by entity type:
   • Booking custom fields
   • Participant custom fields (widget)
   • Product custom fields
   • Experience custom fields
   • Staff custom fields
   • Customer custom fields

Each section shows a summary of how many fields it holds (or No fields yet). The Booking and Customer sections are open by default; click any section header to expand or collapse it. Inside an open section you will see a table of the custom fields you have created for that type, or a message saying no custom fields are defined yet.

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Adding a Custom Field

1. Click Add Custom Field in the top right corner. A side panel opens. (Only Admins see this button.)
2. Fill in the following:
   • Asked on -- select where this field is asked (Booking, Booking participant, Product, Experience, Staff, or Customer).
   • Show for -- appears only for Booking and Booking participant fields. Choose which bookings ask the question (see Asking a question for some items only). Leave it on All items to ask it on every booking.
   • Label -- the name of the field as it will appear on forms (e.g., "Special Requirements", "License Number").
   • Data type -- choose the type of data this field will hold (see table below).
   • Mandatory -- select Yes if this field must be filled in, or No if it is optional.
   • Show on POS -- appears only when Asked on is Booking or Booking participant. Set to No to collect the field on your booking page only, so cashiers do not see it when creating a booking on the POS. The customer-facing booking page always shows it.
3. Click Save.

Booking participant scope

The Booking participant scope renders the field on every participant card in widget checkout, so each participant answers separately. Use it for per-person data like helmet size or dietary needs. See Custom Fields on the Widget.

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Asking a question for some items only

A booking question does not have to be asked on every booking. For example, ask for rider height only when someone books a bike.

1. In the Add Custom Field panel, set Asked on to Booking or Booking participant.
2. Open Show for and pick one:
   • All items -- every booking (the default).
   • All rentals -- any booking with a rental.
   • All experiences -- any booking with an experience.
   • Specific rental categories or Specific rentals -- a picker appears. Choose one or more.
   • Specific experience categories or Specific experiences -- a picker appears. Choose one or more.
3. Click Save.

The question then appears on your booking page, the POS and the EquipDash app only when the booking has at least one of those items. A booking with a rental and an experience asks the questions for both.

• Picking a category also covers its subcategories. Bikes covers Bikes > Mountain Bikes.
• A mandatory question is only mandatory on the bookings it is asked on, so it never holds up a booking for something else.
• A booking that already has an answer keeps showing it, even if its items change later.
• Bookings with only store items or a service ask the All items questions.

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Available Data Types

Data Type	Best for
Single Line Text	Short text like names, IDs, or codes
Multi-line Text	Longer text like notes, descriptions, or special instructions
Number	Numeric values like quantities, measurements, or ratings
Date	A date value (e.g., expiry date, certification date)
Date & Time	A date and time value (e.g., arrival time, pickup time)
Dropdown (single choice)	A single-choice dropdown (you define the options)
Checkboxes (multi-choice)	Multiple-choice checkboxes (you define the options)
Single checkbox	A single on/off checkbox
Phone number	Phone-formatted input
Email	Email-formatted input
Yes / No	Yes / No radio buttons

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Managing Custom Fields

For each custom field in the list, you can see the Label, Data Type, and Mandatory status. Booking and participant fields also show Shows for, for example All items or 1 rental category. Admins also see an Actions column with edit and delete icons.

• Edit -- click the pencil icon to change the label, data type, mandatory setting, or Show for. The entity type cannot be changed after creation.
• Delete -- click the trash icon to permanently remove the field. You will be asked to confirm. Any data previously entered in this field on existing records will be lost.

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Things to Keep in Mind

• Custom fields appear on the relevant forms throughout the app. For example, a booking custom field appears when creating or editing a booking, unless Show for limits it to other items.
• If you delete the only item or category a question was limited to, the list shows No items yet and the question is not asked until you pick again.
• Changing a field from optional to mandatory will not retroactively require existing records to have a value. It only applies to new entries going forward.
• Deleting a custom field permanently removes it and any data stored in that field across all records.
• There is no limit to the number of custom fields you can create.

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Related Guides

• Business Details
• Notifications