Creating Custom Appointment Fields

Modified on Tue, 14 Jan at 2:33 PM

Appointment custom fields allow you to collect specific information for each appointment. In this article, we will explore how to create appointment custom fields.

Things to know:

For franchise businesses, custom fields can be created at the parent (franchisor) or child (franchisee) level
The "Manage Client Setup" access control setting governs the ability to customize custom fields
Appointment custom fields are specific to appointments and are not shown on client, pet, family member, or vehicle profiles. This also applies to waivers. These custom fields are applied universally to all appointments and are not tied to individual services.
Once configured, appointment-specific custom fields will appear below the list of services on the appointment modal, ensuring they are easily accessible and visible to staff. However, if the "Enable Employee Appointment Intake Forms" setting is activated, these custom fields will not be displayed on the appointment modal; instead, they will be accessible via the Appointment Intake Form hyperlink.
The waiver appointment custom field will be displayed in the notes section of the appointment modal
When a new appointment is scheduled for an existing client, the custom field values from their previous appointment are automatically pre-filled.
When an appointment is marked as completed, any custom fields associated with that appointment will be set to "read-only" mode. This means users can view the information but cannot make any further changes to that specific appointment.

To add an appointment-specific custom field:

Locate the "Custom Appointment Fields" section
Click Add Field in the appropriate section
Click the dropdown in the 'Field Type' section to select what type of field you'd like to create (checkbox, dropdown, short answer, waiver, etc) .
Next, complete the field options
Save

Field Type


Field Type	Description
Checkbox	Enter a question and give potential solutions to your client to choose from utilizing a checkbox menu. Select the Add New Option to add additional options Select the X to remove an option
Date Field	Enter a question and give clients the option to select a date from the calendar
Dropdown Field	Enter a question and give potential solutions to your client to choose from utilizing a drop-down menu. Select the Add New Option to add additional options Select the X to remove an option
Email Field	Give clients the option to enter an additional email address
Expiration Reminders	You can set a reminder badge to appear on client profiles and appointments when that client is overdue for something (e.g., complete their annual evaluation, update expired records, etc). You can also send automated emails to clients on the date of expiration by activating the “Expiration reminder” email on the Automated Messages page. Please note: This is a different email than the Rebooking Reminder emails which go out automatically when a client is overdue for a specific service. Learn more here
List	Enter a question and give potential solutions to your client to choose from utilizing a list. Select the Add New Option to add additional options Select the X to remove an option
Multiple Selection	Enter a question and give potential solutions to your client to choose from utilizing multiple selections. Select the Add New Option to add additional options Select the X to remove an option
Paragraph	Enter a question and let customers provide a long answer
Phone	Give clients the option to enter an additional phone number
Short Answer	Enter a question and let customers provide a short answer. This field can also be marked as required. This means that it will be automatically added to intake forms and cannot be removed unless the "is required" toggle is disabled. Clients, staff members, or anyone interacting with these fields must provide information for these fields before proceeding.
Waiver	Give clients the option to complete a waiver and sign. Learn more here

Field Options


Field Options	Description
Field Name	Enter the name of the custom field
Field Tooltip	For every custom field, you can set up a tooltip that will be visible when the client is editing. You can add what should be displayed on the tooltip in the Field Tooltip section. See the screenshot below.
Field Regex & Field Regex Error Message	This allows you to add custom validations to various fields (e.g. validation that field can have a max of 9 digits). It is applicable only to short-answer custom fields.
Dependencies	Applicable to the 'Checkbox' and 'Short Answer' fields. You can disable/hide a field in case another field has any value OR is empty OR has a specific value. For example, you can hide custom field B, if custom field A has value OR custom field A is empty.

For more information contact us at support@mytime.com or (385) 233-6964.

Related Articles:

Creating Appointment Intake Forms

Generating Appointment Intake Forms