To enhance your customers' experience, you can collect specific details using our customisable booking forms.
This article covers:
Overview
By default, we will automatically ask your customers for three pieces of information when booking:
Booker's email address (for all automated emails )
Attendee's full name
Attendee's email address (unless you have indicated that attendees will be children)
You can remove special attendee fields from your booking form, but it will impact your booking view.
For example:
✨ Once you've established your first booking form, we will use that booking form by default for any new entries you create.
There are two ways you can create a new field:
Directly within the entry, which adds the new field to that entry only. (You can also tailor your other entries to include this field later).
From the Booking fields section of your account (for generalised, account-wide fields). To do this, select Add a new field type:
A blank field setup will appear:
You can add:
The Field label (e.g. Date of birth), Additional help text, an Example input (placeholder) (e.g. if you'd like to collect date of birth, you could add DD/MM/YYYY to ensure the customer enters the correct format)
The Field data type (i.e. plain text, checkbox, etc).
Whether you'd like to Do nothing (to simply create the field without adding it to entries) or Add to all entries. You can also remove it from all entries from here (if previously added).
Link to an online field: For example, to hyperlink 'Review our T&Cs' to a specific URL, use the following code:
[Review our T&Cs](https://bookwhen.com/terms)In this format, the text within the square brackets [] will be displayed to customers, while the URL within the parentheses () is the link destination.
Editing a booking form
To edit your booking form for an entry, select your entry, then Edit entry:
From here, select the Booking form tab and review the Field options in the bottom right:
You have the option to reorder the fields, make them mandatory and create a new field type for this entry only.
Select & reorder fields
Use this option to add, remove or reorder the fields in your booking form. Once selected, you can use the "+" and "-" signs to add or remove them from this form:
This setting is useful if you need to tailor the booking form per entry, as any reordering done here does not apply to other entries (only the dates/times within the entry you are editing).
✨ Remember to select Save form to save your changes.
Set mandatory fields
Use this option to make fields mandatory, meaning your customers need to complete them to complete their booking.
Once selected, tick/untick the fields that you'd like to make mandatory/make un-mandatory before selecting Update:
Create a new field type
You have three options to choose from that determine when and how the requested information is collected:
1. Attendee
Related to the person/people attending the event (name, email, phone number, etc.).
Once created, these fields appear under Attendee details.
2. Booking
Related to the booking itself, the field you create will be asked once per booking, regardless of how many attendees, events, or tickets are purchased.
Once created, these fields appear under the heading Booking details.
3. Ticket
Related to the tickets selected on the booking.
Once created, these fields will appear under the heading Ticket specific details.
Once selected, you can then continue with creating the field by:
Adding a Field label, Additional help text, Example input (e.g. if you'd like to collect date of birth, you could add DD/MM/YYYY to ensure the customer enters the correct format).
Checking or keeping the Mandatory field box unchecked
Selecting the Field date type (i.e. plain text, checkbox, etc).
💡 Please note: This field will only apply to the entry you are currently editing. You will need to add it to other entries separately if required.
✨ You can also add an attachment to your booking forms.
Adding or removing a field from all entries
If you'd like to add or remove a particular field from all entries, select Settings from the left-hand menu of your account, then Booking fields.
Adding a field to all entries
From here, select Edit next to the relevant booking form field:
Scroll down to the bottom of the screen, where you can choose the action you'd like to take. For example, Add to all entries:
When you select Update field, this entry will be added to all of the entries on your account.
Removing a field from all entries
To remove a field, select Edit next to the relevant booking form field:
Scroll down to the bottom of the screen, where you can choose the action you'd like to take. For example, Remove from all entries:
When you select Update field, this entry will be removed from all of the entries on your account.
Deleting a field
To delete a field entirely (and not simply remove it from the entry), select Edit next to the field within Booking fields:
Then Delete this field from the bottom right-hand corner:
💡 There may be some occasions where the delete option doesn't appear within the field. In such cases, you'll need to Remove from all entries, select the Update field button and refresh your screen. When you select Edit again, the option should then appear.
Booking field data types
When creating/editing an entry, you can choose how you'd like to capture the information using the Field data type option:
Your selection under Field data type will depend on the kind of information you are trying to collect. For example:
Plain text - Single line: Provides your customers with one line to respond in plain text.
This is helpful to respond to questions that require answers of only 1-5 words, e.g. "Full name"
Plain text - Multiline: Provides your customers with multiple lines to respond in plain text.
This is helpful when you require a little more information from your customers, e.g. "Please provide your feedback on the ease of the booking process"
Check box: A question your customers can answer by checking a box.
e.g. "Please check this box if you wish to borrow a yoga mat"
Check box - for capturing consent: For questions of consent. Once a consent field is created and used by a customer, they or you (as the admin) cannot change this.
e.g. "Do you consent to your picture being taken when participating".
Yes or no option: Provides your customers with a 'yes' or 'no' option to answer.
e.g. "Is this your first time attending this event?"
Date selection: Your customers can select a date from a calendar to answer the question.
e.g. "Please indicate the date when you qualified to participate in this event"
Drop-down list: For customers to select an answer from several pre-determined options.
e.g. "Would you describe your ability for this activity as beginner, intermediate, or expert?"
Multiple choice - pick one only: For customers to select only one answer from several pre-determined checkbox list options.
Multiple choice - select from list: Customers have the option to select multiple answers from several pre-determined checkbox list options.
Web address (URL): For website address formatted answers only.
e.g. "What website are you visiting from?"
Email address: For email address formatted answers only.
e.g. "Please provide your email address"
Phone number: For phone number formatted answers only.
e.g. "Please provide your contact telephone number"
Address: For address formatted answers only.
e.g. "Please provide your home address"
✨ You can use information you have gathered from your Booking Form fields to engage with your customers using the Customer List.
Special Fields
A special field is a field that shows prominently throughout the system and cannot be amended to collect different data than specified.
We currently have three types of special fields:
Attendee name
Attendee email
Child attendee (i.e. "Is this attendee a child?")
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺