Fields

Fields are the custom pieces of information you capture beyond the built-in ones — a client's allergies, a marketing consent, a note on an appointment. They live in one place and are reused everywhere: your client list, the client record, your booking pages and the customer's self-service profile all draw on the same definitions.

Keep two jobs separate. First you define a field once in the org-wide registry. Then, on a booking template, treatment, resource or product, you choose which of those fields to ask for at online-booking checkout. This page covers both.

The Fields registry

The Fields tab on the Templates page is the master list of every field your organisation has defined. Pick the entity at the top — Client, Journal or Appointment — to see that entity's fields. A field belongs to exactly one entity: client fields describe a person, journal fields describe a journal entry, appointment fields describe a booking.

Use the + button to add a field, drag a row by its handle to reorder it (order controls where the field appears in lists and forms, and the new order saves when you drop the row), and open a row to edit it in full. Several common settings are editable straight from the list — Required, Sensitive, Self managed, Show in profile, Searchable and Show in table each save the moment you tick them.

Defining a field

Opening a field opens the full editor.

• Entity — Client, Journal or Appointment.
• Type — the input control. Choose from textbox, textarea, number, date, dropdown, radio, autocomplete, checkbox, mobile, consent and process. (You may also see existing tags fields, which display and filter normally, but tags cannot be picked when creating a new field.)
• Identifier — the field's internal name. It accepts letters only and is capped at 20 characters; anything else is stripped as you type. The editor nudges you toward at least five letters by flagging shorter identifiers, though a shorter one will still save. Clients never see this — it is the key the value is stored under.
• Appointment types — whether the field applies to Physical appointments, Video appointments, or Both.

Headings and hints

Every field needs a Heading for each of your organisation's languages — this is the label the client actually sees, and the field will not save until every language has one. A per-language Hint is optional and appears as helper text beneath the input.

Length

For textbox and textarea fields you can set a Max input length from 0 to 999. Choosing the type pre-fills a sensible default — 50 for a textbox, 500 for a textarea — which you can adjust.

Options

Dropdown, autocomplete and radio fields (and legacy tags fields) carry a list of selectable Options. Add options with Add option, drag to reorder, and give each a Label per language. There must be at least one option, and every option needs a label in your default language before the field will save.

Each option keeps a stable internal identifier separate from its label, and that identifier — never the visible text — is what gets stored on the client record. So relabelling an option is always safe: renaming "Deutsch" to "German (Deutsch)", or fixing a typo, never rewrites or breaks answers clients already gave.

Visibility

A handful of independent flags decide where a field shows up:

• Show in table adds the field as a column in your dashboard client list, in the field's display order. Leave it off to keep the list compact.
• Searchable lets the field's contents be searched.
• Sensitive marks the field as holding sensitive data.
• Show in profile controls the customer's self-service profile in the booking app — a field with this on is one the client can view and edit themselves online. It has no effect inside the dashboard: the client record in the dashboard always shows every field defined for the entity, regardless of this flag.
• Show timestamp records when the field was last set.

Consent and process fields

Consent and process fields capture agreements — a marketing opt-in, a liability waiver, a disclaimer — rather than a plain value. They swap the Sensitive and Searchable options for a Locked option and add:

• Journal type — the key the agreement is recorded under (for example marketing_consent or liability_waiver). It is required.
• Interval — how often the agreement must be renewed: once, per calendar year, or every 90 / 180 / 365 days.
• Linked documents — named links to documents the client should review, each with a name and a URL. Note that these linked documents are stored on the field but are not currently shown to the client in the booking app, which displays only the inline rich-text content — so do not rely on an attached PDF being part of the customer-facing consent record.

A process field additionally takes a per-language Sub heading and a rich-text Content block (with bold, italic, underline, headings, lists and links) shown to the client as the body of the agreement.

Choosing process pre-configures the field as required, locked, shown in profile, timestamped, and set to a calendar-year interval; choosing consent turns on Show in profile. Adjust these settings if needed.

Consent and process fields can only be signed by the client. In the dashboard they appear on the client record as a read-only status — signed or unsigned, with the date when signed — so you can see where a client stands but cannot tick the box on their behalf.

Choosing fields for checkout

Defining a field does not, on its own, ask anyone for it. A booking template, a treatment, a standard or session resource, and a product each have their own Fields tab built from the same picker: tick Use field for each field that flow should collect, and drag to set the order. This produces the flow's checkout fields — the list asked for during online booking checkout. (Resource groups have no Fields tab; a group uses its members' own checkout fields.)

For the bigger picture of standing up a booking page, see Set up online booking.