Client Information Fields allow you to collect any relevant details that are related to a client or their appointments.
A wide variety of field input types and customization settings allow you to ensure that you have all the necessary information before the appointment time for the service/class/course option they've selected.
This help doc covers:
What are Client Information Fields?
Client Information Fields are used to collect info that can be found on the Client Profile, like Name, Email, Cell Phone, or info related to the specific appointment being booked, like asking for more details about what the client would like to cover during their appointment time.
You can review and edit the info fields for your account under Settings → Define Field Labels.
The fields added on this page decide which info is collected both when creating a new client and when creating a new appointment. The fields and their order on that page also correlate to the info fields you'll see on the Client Profile or Appointment Detail pages, and their respective order on those pages as well.
Define Client Information Fields Overview
When you start your account, your Define Field Labels screen will look like this:
Adding New Fields
Select the Add New Field (+) button.
This will open a list of either pre-configured TimeTap Fields, or you can choose the Add New Field tab where a list of general field format can be selected and customized further.
Once a field or field type is selected, the Field Settings panel for that field will appear where the Assign To value and other field configurations can be set.
- Field Type: This helps you distinguish between fields that TimeTap has provided and fields that your business has created. To help keep your information organized as expected throughout the system, we recommend using the default TimeTap fields as the type that they are listed. Changing the purpose of any default fields may result in mixed up data when TimeTap expects certain info to be populated in those fields (like if you were to rename the First Name field to collect the Cell Phone number).
- Assign To: Once filled out, this decides where the field will show in the Backoffice.
The Assign To value for a custom field can't be changed once the field is created. Make sure to select the correct option when setting up the field. If the wrong value is selected and data gets collected for that field, that data can't be transferred, and you'd need to create a new custom field with the correct Assign To value.
Learn more about the difference between Client Profile and Appointment Detail fields
Once saved, that new field will appear in your list.
Learn more about Adding New Fields
Editing Fields
You can click on any one of the existing fields to open the Field Settings panel to customize that field further.
These are some of the main editable components you may find on the Field Settings panel:
- Field Label: This is the name of the field as it will appear to clients through your scheduler.
- Internal Label: This is the name of the field as it will appear for staff through the Backoffice. If no internal label is defined, then staff will just see the same name included in the main Field Label.
- Field Hint: This will appear beneath the field on your client facing scheduler and can be used to provide some sort of instructions on what you want the client to fill in there
- Required: This toggle switch will either make the field mandatory (when requirement is "on") or let it be optional (meaning the client and/or the staff does not have to fill it out in order to confirm a booking
- Show on Scheduler: This toggle switch will make it so that you can either make this field show for clients to fill in themselves when booking an appointment or make it so that only your staff see this to fill in when using the back office application.
- Allow Client to Edit: Only applicable to any Client Profile fields, this checkbox controls whether or not this field can be changed by a client when logged into their client scheduler profile after being initially completed.
- Default Value: This is what value will be set in the field by default when the client get to the Your Information page of the scheduling flow.
- Field Hint: This adds some text underneath the field to help clarify what kind of information you expect.
- Mask Format: If your field is a number entry field, you can put in hash signs # to represent the format you want that number to be entered in. For instance, if this is a phone number field and you want all entries to be in the same format as (555) 555-5555, you would format this field like this (###) ###-#### with the # sign representing where a number should go.
- Email Tag: This is the tag that can be used on your email template or confirmation screen to display either the Label (name of the field) or the Value (the info entered in the field). Default TimeTap fields cannot have the tag changed, but if the field is a custom field, then you can set your own tag here.
Any of the above components can be edited and you'll see those edits take affect all across your account once you Save the changes at the top of that field's settings panel.
Learn more about Customizing Client Information Fields
Reordering Fields
If you would like to change the order in which the fields appear, simply left click and hold anywhere in the field you would like to move and drag it to the desired location:
Preview Form
The Preview Form tab allows you to review all the fields that are set to Show on Scheduler and confirm which options will be presented when specific services/class/course options are selected.
Any fields that would be displayed for the selected reason option will appear as fillable and active. Any field that wouldn't be shown for the selected option is indicated by a grayed-out, inactive state.