Creating Custom Family Member Fields

Modified on Tue, 14 Jan at 1:42 PM

Custom family member fields are created to collect information about the client's family members, including their personal details and booking preferences. Once these custom fields are set up, they can seamlessly integrate into intake forms. This article will guide you through the process of customizing family member 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
Custom fields can be set as required fields, meaning that clients, staff members, or anyone interacting with these fields must provide information for these fields before proceeding. This helps ensure that essential data is not left blank.
Family member custom fields will be displayed on the family member profile in the following order:
- MyTime default custom fields
- Mandatory global custom family member fields
- Global custom family member fields
- Mandatory local custom family member fields
- Local custom family member fields
If custom fields are added to an intake form, they will appear online on the booking widget
Each time a client or staff member edits a custom field value, it overrides the previous value. This means that the most up-to-date information is stored in the custom field. This is particularly useful for keeping records current and accurate

To add a family member specific custom field:

Navigate to the Clients tab
Select Manage Clients
Select Customize Client Fields
The following screen will appear, showing default fields and custom fields. Default fields typically include basic contact information, such as the client's name and contact details, which are essential for booking appointments. Other default fields might include additional information like date of birth and gender, which can be added to the intake form if desired. If the default fields already include all the necessary information you need from clients, you can proceed to set up your intake form without adding additional custom fields
At the bottom of the page, you will see your Custom Fields. Custom Client Fields, Custom Family Member Fields, and Custom Appointment Fields are visible by default on all accounts.
Locate the custom family member fields section
Click on the "Add Field" hyperlink
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 Types	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
Icons	Clients have the opportunity to improve their profiles by incorporating icons, which can then appear on the appointment modal. This personalized feature allows clients to add visual elements to both their profiles and appointments, reflecting their individual preferences or identity. 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 Field	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.
Staff	Give clients the option to select a preferred staff member. This field type is only available at the child level
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 Family Member Intake Forms

Generating Family Member Intake Form