Support Guide

Booking Form & Field Editor

    TABLE OF CONTENTS

  1. • Field Editor
  2. • System Fields
  3. • Field Options
  4. – Field Filtering
  5. – Customer/Staff Only Fields
  6. • Item Specific Fields
Where do I access this in Checkfront?
Booking Form Field Editor is accessible via your menu at Manage > Layout > Booking Form

 

Booking Form & Field Editor

By default, Checkfront collects a standard set of information at the time of booking. This includes customer name, contact details and address. This information can be further customised, using the Booking Form Editor, to best suit the requirements of your business.
 

Warning!

Some pre-defined fields are required for certain system functionality and add-ons, including payment processing. If these fields are altered in any way, or removed from service, you may run into functionality problems with your system.

See the system fields section below for more information.

 
Data collected at the time of booking is accessible in your reports and can be used throughout the system, including customised email notifications.

The Booking Form editor can be accessed at Manage > Layout > Booking Form when logged in to your Checkfront dashboard as an administrator.
 
 


 

Field Editor

You can add new fields to your booking form by clicking on the + New Field button in the left sidebar, or edit existing fields by clicking the Edit link to the right of each field.

 

Booking Form New Field

 

You can re-order the fields on the booking form by dragging and dropping them into place using the pattern of dots to the left of each field.

 

Booking Form Drag

 

Simply hover your cursor over the dots, hold down your mouse button and drag the field to the position you require.
 
 


 

System Fields

Below, is a list of the standard system field IDs that come with your Checkfront account. Before removing or editing any of these fields, please make sure you have read the important information in the box below.
 

Important!

Checkfront has a set of pre-defined booking form fields (system fields). These are used to populate information in your database that serve a specific role in the system. These are identified by their field ID. If you choose to remove these fields from your booking form, please note that certain functionality could be lost. For example, if no customer_email is present, no emails will be sent to the customer.

Some fields are auto-detected and pre-filled by the system. Specifically, the customer_country and customer_region are pre-filled using GeoIP detection. Likewise, the label of the customer_postal_zip is automatically changed based on the selected country. It’s recommended that you do not replace these options. You may however remove them if not required (be sure your payment processor does not require them either).

 

customer_prefix

Prefix to customer’s name. Comes with Mr, Mrs & Miss by default, but more can be added if required

customer_name

Full name (first & last) of the customer

customer_address

Street address of the customer

customer_city

Customer city of residence

customer_email

Customer e-mail address. Used in notifications

customer_country

Customer country code. Dropdown with detected country auto-selected

customer_region

Customer state or province. Dropdown with detected region auto-selected

customer_postal_zip

Postal or zip code

customer_phone

Phone number of customer

note

Note that can be created at the time of booking

 

Troubleshooting:

If you remove a field or edit the ID of a field, the data collected in past reservations in that field will disappear from the invoice. Don’t worry though, this data is not gone forever. All you need to do is reset the field ID to its original state or create a new field with the same original ID. This will bring back that previously collected data.

 
 


 

Field Options

When creating a new field from scratch, or editing a field that already exists in your system, there are various options you can configure that define the appearance and functionality of said field.
 

Create New Field

 

Type:

Common HTML input elements including text, select, radio buttons and checkboxes. If you wish to create a dropdown menu of choices, you should use the select field.

In such a case, a new field labelled Options will appear, directly below the Value field.

 

Field Select Options

 

Each option for the drop-down should be added on a new line, as in the example above. The same process is used if you are creating a radio button field.

Warning: Case-sensitive Radio Button Filtering

When creating a radio button filter field, please note that the Options field is case-sensitive. When creating a secondary (child) question, that relies on the answer chosen to the first (parent) question, you must enter the corresponding answer exactly as it appears in the parent question.

 

Label:

This is the label which will be displayed next to the field on your booking form. Examples of commonly used labels are Name, Email or Phone.

Report Label:

Field name to be displayed in internal reports.

Tip:

This is an optional, short description that is displayed underneath the field. Use this to provide your customers with instructions on how you want them to fill out the field.

ID:

A unique ID – can be used in email notifications and CSS (alpha-numeric). Prefixing the ID with ‘customer_’ causes the field to be shown in the top section of invoices with the rest of the customer information.

Value:

If you wish to display a default value for the field, add that here.

Filtering:

When choosing your field type from the Type select box, you will notice an option labelled radio button filter. This enables you to create conditional content for your booking form. For example, depending on the answer provided to a question created with this type of field, another field can pop up to continue your line of questioning.

 

Radio Button Filter

 

As you can see in the image below, this question asks whether or not the customer has a pet. The question will be displayed on the booking form as a simple radio button, yes or no.

 

Pet Question

 

Now that we have the question in place, we must now create a second question which will be displayed if the customer selects the relevant answer. In this case, the answer we’re looking for is ‘yes’.

 

Filter Question 2

 

We’ll make this a text field and ask the question “What is your pet’s name?”. Based on the settings above, the question will only be shown when the question pet (the one we just made) is answered ‘yes’.

The question will be hidden to begin with and filtering is turned on.

Please note, we’ve removed some of the fields we’re not using from the screenshot above, to fit the relevant information in one image.

Looking at the booking form, you will now see two icons next the questions just created. The first one shows that this is a filter question (1). The second icon shows that this question is linked to a filter question (2).

 

Question Icons

 

So how does it work? Well, basically, if the customer were to select ‘no’ when asked if they had a pet, nothing would change and they would continue to fill out the rest of the form. If they choose ‘yes’ however, the second question will magically appear below it. See below for an example: 

 

Question Compare

 

It’s worth playing around a bit with the different options, as you could make the second question visible at first, and then disappear if a particular option is chosen by the customer. It really depends on what you’re looking to do!

Customer/Staff Only Fields:

You can choose whether or not to show certain fields to your customers on the booking form and/or invoice. You can also decide whether these fields are visible to staff members also. You may want your staff to collect information when taking bookings over the phone, but not want those fields visible on the public booking form. Set that up here.

 

Booking Form Permissions

 

You can also control whether or not a field is required.

 
 


 

Item Specific Fields

On occasion, you may find that some of the items in your inventory require special customer details/instructions that other items don’t. This is why we have created an option for item specific fields.

Let’s assume for a moment you’re renting out kayaks. You may wish to ask your customers, during the booking process, what their level of experience is and do they require any on-site instruction. You could add these fields to your standard booking form, but they will look a bit out of place if a guest is simply booking accommodation for the night.

Item specific fields enable you to create specialised booking form questions that can then be tied to a particular item or items.

Creating a New Item Specific Field

Switch to your item specific field editor by choosing the option from the available links at the top of your field editor page.

 

Item Specific Fields

 

Next, click the + New Field button in the left sidebar.

Adding a new field is just the same as it is in the standard booking form, only, this time, there is an option to choose which item(s) the field should be assigned to. Uncheck All Items & Categories in order to choose specific items only.

 

Kayak Question

 

Once you’ve finished adding your field, it will be visible under the Item Specific Fields tab. From here, you can drag and drop the fields into the order you wish, although all item specific fields will be placed after the standard fields during checkout. It is not possible at this time to order the item specific fields among the standard ones.

 

Booking Form View New Fileds

 

Once you’ve finished adding your item specific fields, try a test booking to make sure it’s working. As long as you choose one of the items you assigned to the fields, you should see your new fields after the standard ones on the booking form!

 

Booking Form Questions Added