Setting up custom fields

1. Go to Settings > Custom Fields.
2. Click the New custom field button.
3. Select the Field type.
4. Fill in the rest of the options as needed (see custom field options).
5. Check the Private box if you only want the field to be viewable to users logged into your Dashboard
6. Click Create custom field.

Custom field options

When creating a new custom field, you’ll see the following options:

• Internal name: This is what logged-in users will see the field referred to as
• SKU (optional): An abbreviated name shown in reports and other instances in the Dashboard where shorter names are easier to read. The SKU is not visible to customers.
• Title: This is what the public will see on the booking form. For example: If you have a gift certificate or promo code, enter it here.
• Description: This will appear below the field and can be used for additional information. You can also add links or images using Markdown.
• If priced, change price of all customers on booking (only available for fields that can be priced): When this box is checked and the field is added at the whole booking level, price changes will be applied to all customers listed on the booking. For example, a $5 discount will be applied for each customer, rather than the overall booking subtotal. This cannot be changed after the field has been created.
• Private: Checking this box will restrict visibility of this field to only logged-in users in your company.

Additional steps for specific fields

Certain custom fields require an extra step or two to set up. Make sure you’re aware of these cases:

• Dropdown: After creating a dropdown field, you will also need to add your list options by clicking New option. There are a few additional things you can do with your dropdown custom field:

  • You can price individual options, if needed, and determine whether individual options should change the price of all customers on the booking.
  • You can add email notes for each dropdown option. Dropdown option email notes will override any general dropdown custom field notes that exist. If a dropdown option’s email notes are ever updated, this will be reflected in any confirmation pages or re-sent confirmation emails as well as on the booking in the Dashboard.
    • Note: If you ever delete a dropdown option, existing bookings will keep the option and its email notes unless you update the booking (confirmation emails that are already sent will still have the old dropdown email notes, but you can always resend the confirmation email so that your customer has the most updated information).
  • You can edit visibility for individual options by selecting “Hide on receipt” to ensure your customers only see the options you want them to (Note: Email notes for dropdown options that are set to “Hide on receipt” will not show in confirmation emails and pages).

• Quantity dropdown: Enter a minimum and maximum value. Once the field has been created, the rest of the values will be added in as whole numbers. Keep in mind that the system will add all numbers between your minimum and maximum values. That means that a list of options between 0 and 100 will be very long! If you want to group the numbers (0-10, 11-20, etc.), use a regular dropdown instead.

• Label: Labels only require you to enter an internal name and description. The description is what’s visible to the public, so be sure it makes sense! You can also format the label description using Markdown.

After creating your field, you will be taken to a page where you can edit the custom field settings or set pricing and visibility if needed.

After a custom field has been created, you can edit its settings at any time by clicking the Settings button. Your options will vary depending on the custom field type (for example, you can adjust dropdown options for a dropdown field, or add a campaign to a code field).

Main display options

Edit the field’s main display settings by opening the Settings menu.

Display

• Title: This is what the public will see on the booking form. For example: If you have a gift certificate or promo code, enter it here.
• Description: This will appear below the field and can be used for additional information. You can also add links or images using Markdown.
• Default values: For certain custom field types, you can set a default value that will be shown on the book form. For example, if you have a dropdown with different package options, you can choose to have the most popular package picked by default, while still allowing the user making the booking to change the option.
• Note: Though your Dashboard may have custom fields with a “hint” field option, it is recommended to add any details about a custom field in the title or description for a more accessible booking experience.

Settings & Pricing

• Internal name: This is what logged-in users will see the field referred to as.
• SKU (optional): An abbreviated name shown in reports and other instances in the Dashboard where shorter names are easier to read. The SKU is not visible to customers.
• If priced, change price of all customers on booking (only available for fields that can be priced): When this box is checked and the field is added at the whole booking level, price changes will be applied to all customers listed on the booking. For example, a $5 discount will be applied for each customer, rather than the overall booking subtotal. This cannot be changed after the field has been created.

Email notes

Include a note in the customer’s confirmation email when the custom field is selected. For example, if a customer selects a “Photo package” checkbox on your book form, include a custom note explaining the details of the photo package in their confirmation email.

The following custom field types allow email notes: checkbox, dropdown and dropdown options, quantity, transportation, code, code generator, and gift card.

Pricing

Some custom fields can be priced, meaning that they are able to affect the price of a booking when in use. These include checkboxes, dropdowns, transportation, and code fields.

For example, a “Comp this booking” field can be set up to reduce the total price of the booking by 100%. Here’s an example of how you’d set this up.

To set pricing for a custom field:

1. Locate your custom field and click Edit.

2. On the toolbar at the top of the page, select which price sheet you want to update (Not sure which price sheet to choose? Learn more here.).

3. Click the cell in the “Price” column.

4. Make sure the Inherit/Change dropdown is set to Change.

   

5. In the next dropdown, select how you’d like the price to change:

   • Adjust total by: Adjust total booking price by a dollar or percentage amount. Enter a minus (-) sign in front of the dollar or percentage amount if you want to decrease the booking total (for example, if you’re setting up a discount field).

   Note: In most cases, the Adjust total by method is the preferred and most commonly-used option for price adjustment, particularly if you work with affiliates.

   • Set price to: Set the booking total to a specific price. This means that whatever price you enter in the box below, the entire booking total will be changed to that price.
   • No price: Gives the custom field no price, meaning that it will not affect pricing on the booking.

6. Click Save.

Pricing dropdown options

You can also price individual options in a dropdown (for example, if you offer souvenir photos, different photo sizes might cost different amounts). To price dropdown options, follow the steps above and adjust the price for each individual option.

Taxes for custom fields

You can set taxes for a custom field in the “Tax” column of the price line. This can be useful if a custom field should be taxed differently than the other products you offer. For example, if your custom field is a lunch package add-on, you may want to apply a “Food and Beverage” tax to this custom field.

You can set multiple tax types to custom fields as needed. Learn more about how to set up and apply tax types to custom fields.

Visibility and requiredness

The following steps show you how to adjust overall visibility and requiredness for a custom field.

To set visibility for a custom field:

1. Locate your custom field and click Edit.
2. On the toolbar at the top of the page, select which price sheet you want to update (Not sure which price sheet to choose? Learn more here.).
3. Click Visible under the visibility column.

4. Choose whether the field should be Visible or Hidden:

   • Visible fields can be seen by all users, including online customers
   • Hidden fields are not shown on the booking at all. This allows you to control visibility based on what price sheet is being used.

5. If visible, review the following options:

   • Require an answer: Requires the user to select or enter a value before the booking can be completed
   • Hide on receipts: Hides the field on customer emails or receipts

   • Hide when booking: Hides the field when a booking is being created, but includes it on completed bookings and can be edited by logged-in users.

     Note: Unlike most other types of custom fields, quantity dropdowns cannot be set as required. If you need to require an answer, you can create a regular dropdown instead, adding each value as an individual dropdown option.

6. Determine the tax types for the price change.

7. Click Save.

After creating a custom field, the next step is to add it to one or more items so that it appears on your book form.

To add a custom field to a customer type:

1. Go to the Items section of your Dashboard and select the item you want to add the custom field to.
2. Go to Availability > Options & Prices.
3. Under each applicable Customer type, click Add custom field.
4. Select your custom field from the dropdown list.
5. Click the Add button.

Watch an example.

To add a custom field to an entire booking:

1. Go to the Items section of your Dashboard and select the item you want to add the custom field to.
2. Go to Availability > Options & Prices.
3. Select the Whole-booking fields tab.
4. Under each applicable custom field group, click Add custom field.
5. Select your custom field from the dropdown list.
6. Click the Add button.

Watch an example.

You can add a custom field to multiple items at once from the Price Sheets Overview. To do this:

1. Go to Settings > Price Sheets.

2. Click the Overview tab.

   

3. Open the Edit fields menu from the top right and make sure Add fields is selected.

4. Choose your field from the dropdown.

   

5. Select whether you’re adding the field to individual customer types or to the whole booking:

   • If adding the field at the customer type level, select which items and customer types to add the field to
   • If adding the field at the whole booking level, select which custom field group to add the field to

   

6. Click Add.

Double-check that your field has been added to the correct customer types or custom field group. If you aren’t seeing the field where it should be, open the Filter pricing menu and make sure the “Hide custom fields” box is unchecked. You can also adjust other display and filter options from this menu, which may come in handy if you are working with many items or customer types and want to simplify your view.

There is a known bug with code input custom fields marked as “Visible” and “Hide on receipts” where the code is not being hidden from customer communications, including:

• Customer confirmation page
• Booking receipt
• Confirmation email
• Reminder email
• Rebook email

This bug does not affect other custom field types. There is currently no expected date for a fix for this issue.

The following options are located in the Settings menu in the Settings & Pricing tab:

• Hide pricing: For priced custom fields, you can choose to hide the price change, which is shown by default next to the field.

  

  There are a couple exceptions to this setting: 1) Pricing cannot be hidden for dropdown fields (unless you’re using a single-option dropdown that is required); 2) For quantity fields that adjust the total by a percentage, this setting will hide the percentage change, and will display the dollar change instead.

• Pricing calculation type: Determines how multiple taxes or priced custom fields affect the running price of a booking (learn more).

FH Admins can also use the custom tax dropdown (located in the price column) to determine how exactly the priced field should affect the subtotal and taxes (learn more).

When uploading images to custom fields descriptions, be sure to upload the images as .jpg, .png. or .gif file types. Do not use .webp image formats when uploading images to FareHarbor. Most of the image custom fields do not allow for .webp images, but, for the fields that do, be sure to upload your photo in one of the listed formats.

Email note custom fields

• For custom fields using email notes, use the internal name field to indicate how the field is being used to other users (both clients and FH Admins). For example, “Email Notes – Brooklyn Location”.

• Email note Markdown should follow the same best practices for item descriptions.

• See an example of this setup specifically for dropdown custom fields.

Quantity fields cannot be configured to be required fields, because you this type of field cannot have a value of 0, i.e. there would be no need to have a field and specify 0 as the quantity. Therefore, the only workaround to this, and it might not be ideal, is to have the client create an extended option dropdown field and make it required.