Creating Booking Form Custom Fields

How to Create a Booking Form Custom Field

On the Sysadmin Menu

Navigate to System Data > Booking Form Custom Fields in the bottom right of the menu

Click on Add New in the top right corner of the menu

In the Booking Form Custom Fields page

Define the following fields:

Display Sequence -  This is the order in which fields appear on the booking form, starting from 1.

Field Label - This is what the users will see as the field name

Field Type:

• Text Box

• Drop Down List

• Date Selector

• Time Selector

• Origin

• Destination

• Driver or Self-Drive

• Declaration/Disclaimer Text

..If Text.. Chose Columns & Rows (Recommended setting is Columns: 2 Rows: 1)

..If Drop Down List.. - Separate options with a comma. Eg. Cat, Dog, Elephant

..If Declaration.. -  Paste your legal wording here to which users must agree to.

Is field mandatory? - Yes or No

Web Link (URL) for more information (optional) - for example: http://intranet/page

Position:

• Main booking form

• ‘Driver Details' Section

Help ‘bubble’ text (optional)

Display on calendar? Yes

Example

I want to add Purpose as a field

Display Sequence -  1 (I want it at the top)

Field Label - Purpose

Field Type: Drop Down List

..If Drop Down List.. Enter a comma separated list of purposes, e.g., Client Meeting,Training,Customer Visit,Conference

Is field mandatory? - Yes

Web Link (URL) for more information (optional) - n/a

Position: Main booking form

• Help ‘bubble’ text (optional): Why do you need to book a vehicle?

Display on calendar? Yes (I want to encourage 'share a ride')

Option for a list of Destinations to be available

There is an option if you want to bulk import a list of ‘places’ or destinations to be displayed as a dropdown list in the booking form.

To set this up, follow these instructions:

Firstly, create the custom field

In the Field Type - select Destination

Complete the rest of the custom fields and Save

Secondly, under Uploaders, download the Bulk Import Places and complete the details of the destinations you want to be listed, you must include the Display Name and Physical Address with Lat/Long information being optional.

Once this data is uploaded, it will become selectable via the new Destination field in the booking form.

How to Edit Custom Fields

Click Edit on right-hand side of the custom field that needs editing

Proceed to edit fields that need to be modified, then click Save

How to Delete Custom Fields

Click Delete on right-hand side of the custom field that needs to be deleted

Click OK

How to Display Custom Fields on the Calendar

By default, the Application Setting to show custom field values on the booking calendar is disabled.

It can be enabled by going to System Admin menu > Application Settings > Calendar and finding "Bookings on the calendar should display values of custom fields".

Set this Yes, scroll down and click the Save button.

Note this will now show every custom field on the calendar unless you haven chosen to not display.

How To Display Only Certain Fields

Once the Application Setting is set to Yes (above), you can show or hide individual custom field values on the calendar.

From the System Admin menu, click Booking Form Custom Fields which is found under the System Data heading.

Locate the field you wish to hide, click Edit, tick or untick the box where it says "Display on Calendar?" and click the Save button.

Please note - 

• If you had already enabled Bookings on the calendar should display values of custom fields prior to v8.3.1 (March 2018) then by default all custom fields will be set to YES (show on calendar). To hide individual fields you will need to edit then untick the ones you want to hide.

• If you have enabled Bookings on the calendar should display values of custom fields after  v8.3.1 (March 2018) then by default all custom fields will be set to hidden. To show individual fields you will need to edit then tick the ones you want to show.

Hiding the default Purpose and Destination field on the Booking Form

Once you have Custom Fields created, you might want to hide the default Purpose and Destination field from the Booking Form.

To do this, navigate to Application Settings - Booking form and select Yes to the Hide ‘Purpose and Destination’ field on the booking form