Custom Field Setup for Guest Folio Management

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Overview

Custom Field Setup allows you to configure and track client and reservation custom information within the Guest Folio. This information will display in a reservation’s Guest Folio to record unique information. Custom Fields can be of the following types:

- Text

- Numerical

- Drop down List

- Date

- Checkbox

- File Upload

Types of Fields

  • System Fields: Contains the Client System fields that display in the Guest Folio and within the Booking Details of the online booking interface.
  • Client Fields: Will retain on the Client File; these custom fields display on each of the client’s reservations.
  • Reservation Fields: Will remain on the reservation only.

NOTE: Credit Card Details MUST not be stored within any Custom Field; Client or Reservation.

Prerequisites

To access the Custom Fields Setup:

- Click on a Menu button.

- Select the Setup tab.

- Select Custom Fields Setup within the Admin/Accounting section.

Steps

Configuring the System Client Fields

  • Select the required field on the left.
  • To remove from online bookings, untick the Resort Web slider.
  • To remove from the Client record, untick the Active slider.

Creating Client or Rez Custom Field

  1. Click Add.
  2. Label: Enter the name of the Custom Field (e.g., Pet Name). Character limit: 30 characters.
  3. Field Type: Select the type of Custom Field – Client or Reservation.
  4. Data Type: Select the required data type for the field:
    - Boolean: Tick box. Yes or No. (Use when only Yes or No is required).
    - Date: Date Calendar field.
    - Drop Down: Provides a Drop Down option selection. (Used to create a selectable list of options).
    - Integer: An integer is a whole number (not a fraction) that can be positive, negative, or zero. Integers cannot have decimal places.
    - Numeric: Allow numerical values with decimal places. Must be a positive number.
    - String: Used to represent text rather than numbers. It is comprised of a set of characters that can also contain spaces and numbers. (Character limit of 50).

Custom Field Settings

  • Primary Client: Enabled by default.
  • Secondary Client: Enabled by default.
  • Resort Web: Tick on if the field is required to display on the Online Booking interfaces.
  • Export: Tick on if the field is available within the reservation export from the Arrivals/Departure panel.
  • Search: Tick on to make the field available to be searched for.
  • Force: Tick on to make entry into the field compulsory/mandatory for every reservation.
  • Membership Types: Businesses with Memberships enabled can assign Custom Fields to selected Member Types.
  • Priority: Order of appearance relative to the other custom fields.
  • Active: Enable/Disable Custom Field.

Troubleshooting

  • NOTE: Export and Search sliders will automatically be enabled and cannot be adjusted.
  • Available System Fields: Address 1, Address 2, Birthday, Business Name, City, Company Name, Country, Email, Fax, First Name, Last Name, Mobile, Phone, State / Province, Zip / Postal.