Creating Custom Client Fields

Modified on Tue, 14 Jan at 11:16 AM

By using custom client fields, you can create and display a wide range of additional information in client profiles, including waiver, date, numeric, and text fields. This flexibility can be valuable for various purposes, such as tracking specific client details or preferences. In this article, we will walk through how to customize 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
Custom fields can be set as required fields. This means that clients, staff members, or anyone interacting with these fields must provide information for these fields before proceeding. It helps ensure that essential data is not left blank.
Client custom fields will be displayed on the client's profile in the following order:
- MyTime default custom fields
- Mandatory global custom client fields
- Global custom client fields
- Mandatory local custom client fields
- Local custom client 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 create client custom fields:

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 and Custom Appointment Fields are visible by default on all accounts. However, depending on your business type, you will have more than two Custom Fields sections.
Locate the "Custom Client Fields" section
Click 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 then 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 Client Intake Forms

Generating Client Intake Forms