A standard set of information is required from the guest during checkout/quote acceptance or legal agreement signing. But sometimes, you want to collect additional info specific to your situation or properties, like names of all guests or types of beds to have available. That's where custom fields come in. OwnerRez has always had custom fields and supported booking type custom fields the guest can fill out during checkout, but we have also added support for file format uploads (e.g., image, PDF)! For example, you might be required to collect a photo ID to adhere to your condominium association bylaws. You can use custom fields to help accomplish this. Let's look at how to use guest-facing booking custom fields in OwnerRez.
Booking type custom fields can be shown during quote acceptance for direct booking guests. Also, if you send the guest a separate renter agreement e-sign link after booking (such as for channel guests), the same booking-type custom fields will be displayed to them as well.
If users want those custom fields that guests see and agree to during the quote acceptance process added to their renter agreement, they will have to edit and add their custom fields to their renter agreement.
Add a new custom field (in the Settings > Custom Field Definitions section) to get started.
To help understand what is possible, below are three individual examples of Booking custom field formats used during booking checkout/quote acceptance and legal agreement signing. Multiple booking custom fields and types can be used at the same time. You can set the order manually, or they will alphabetize based on the name.
NOTE: If you require multiple rental agreements to be signed for the same booking or signatures from others, any required (or optional) custom fields will be presented each time someone is asked to sign an agreement.
Plain Text Format
Creating a Booking Custom Field in the Plain Text format can be useful for many things, including asking guests to add the initials they have read, understand, and agree to the terms of your legal agreement.
Navigate to Settings > Custom Field Definitions > + Create Field Definition, and select Plain Text in the Format section. This example shows a Custom Field Definition displayed to guests upon checkout so they can request a specific bed type.
If you select Yes, required entry from the Display section, the guest will see the single-line field during checkout and be able to enter the optional or required data on the Confirm & Pay guest form.
Once the guest completes checkout and the booking is created, or after they've signed the rental agreement, you can review the values the guest entered under the Custom Fields tab of the booking.
Rich Text Format
Create a Booking Custom Field using Rich Text format by navigating to Settings > Custom Field Definitions > + Create Field Definition, and select Rich Text in the Format section.
If you select Yes, required entry from the Display section, the guest will see the field during checkout and be able to enter the optional or required data on the Confirm & Pay guest form.
Once the guest completes checkout and the booking is created, or after they've signed the rental agreement, you can review the values the guest entered under the Custom Fields tab of the booking.
File Format
Create a Custom Field Definition by navigating to Settings > Workflow & Devices > Custom Field Definitions, and click on the + Create Field Definition button. In the Format section, select File.
If you select either 'Yes, Required Entry' or 'Yes, Optional Entry' in the Display section, your guest will see the file upload field during checkout and can upload the file (Optional or Required) based on your selection.
If they upload a supported image file, it will display the file name and a thumbnail preview before they continue.
If they upload a non-image file format, it will only show the file name.
Once the guest completes checkout and the booking is created, or after they've signed the rental agreement, you can review the file the guest has uploaded under the Custom Fields tab of the booking.
Delete and Request Replacement
Guests may occasionally submit incorrect files. In those cases, OwnerRez recommends deleting the incorrect file and requesting a new one.
You can delete the current file by navigating to the specific Booking > Custom Fields > and Delete the incorrect file.
Delete the file by clicking on Yes, Delete!
To request a new file from your guest, you'll have to request a new renter agreement by following the instructions in our Updated Agreement section of the Setup & Configure Legal Agreements support article.
You can verify the new file uploaded by your guest by navigating to the specific Booking > Custom Fields.
File Size Limitations
OwnerRez users: Custom Field descriptions are limited to 2048 characters.
Guests: Custom Field file size uploads are limited to 8 MB or less.