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System fields

Understanding system booking form fields

Anni avatar
Written by Anni
Updated over 2 weeks ago

This article covers:


What is a System field?

System fields are predefined fields that are used throughout your account, appearing in bookings, reports, and other areas. While you can change the field title to suit your needs, the type of data collected using these fields cannot be modified.

Currently, there are three types of system fields:

  • Attendee name: Collects the name of the attendee.

  • Attendee email: Collects the email address of the attendee.

  • Child attendee: Identifies whether the attendee is a child (used when booking child-specific events).

These fields help streamline your workflow, reduce manual input, and ensure that important information is always readily available.


With system fields βœ…

An entry with system fields

You can identify system fields in your entry setup by the "(System field)" label next to each one.

For example:

Booking form tab of entry settings with arrow pointing 'system field'


A booking with system fields

Using the Attendee name and Attendee email system fields allows you to view attendee names and email addresses under the Attendee details section within each booking:

Booking example with the 'Attendee details' section highlighted

Their names and email addresses also appear under the event they have booked:

Event details within a booking with an arrow pointing at the ticket and attendee information section

Using system fields makes tracking your customers easier, as the system logs them as attendees instead of 'booking fields'. For example:

Attendee list

They automatically show in your attendance registers under the Name and Email columns:

Attendee list showing the booking reference, paid status, attended status, name and email columns

Bookings tab

And within any reporting, such as a Bookings search:

Bookings tab with the name and email address column highlighted


Without system fields ❌

An entry without system fields

An entry setup without system fields will display the field's name without the "System field" indicator.

For example:

Booking form tab within the entry setup with the name and email fields highlighted.


A booking without system fields

If a regular field was used to capture an attendee's details, the booking will display "Name not given" under Attendee details. The booking form fields used to capture their name will appear below this:

Booking example with an arrow pointing at 'name not given'

"1 person" will appear under the event they have booked, instead of their name and email address:

Ticket and attendee information section with "1 person" highlighted

Attendee list

It's a little more challenging to track your attendees, as they won't automatically appear in your attendance register:

Attendance list showing blank 'Name' and 'Email' fields

To add the customer name details to the list:

  1. Select the pencil and paper πŸ“ icon in the top right-hand corner:

    Attendee list with arrow pointing at the pencil and paper icon

  2. Select the fields you'd like to include on the register (e.g., 'Name' and 'Email'), then select Save changes:

    Customise table columns screen with arrows pointing at 'Email', 'Name' and 'Save changes'

The fields will then appear on the register but will not be hyperlinked, as the system has logged them as fields rather than created customer profiles:

Attendee list with the email and name fields highlighted

Bookings tab

The names also won't appear from within your Bookings or Customers tabs.

For example:

Bookings tab showing an empty column where name and email would appear if system fields were used for a booking

πŸ’‘ To note: The fields will appear in your exported CSV file searches alongside your other booking form field questions.


Summary

Setting up your entries with System fields simplifies your experience by automatically capturing key attendee information such as names, emails, and other details directly from the booking process. By using these fields, you can ensure that data is consistently collected and presented in an organised way, making it easier to manage bookings, run reports, and handle customer interactions.


πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

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