You can add custom fields to contact records to capture and manage specific information. This allows tourism operators to tailor contact data to their unique needs, such as tracking preferred tour types for targeted marketing. Custom fields ensure a comprehensive and relevant contact database.
Accessing this feature
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How to use it
Follow these steps to create and manage custom fields for your contacts:
Initiate Custom Field Creation
From the Custom Fields management page, click the Add Custom Field button. This action will open a configuration panel for the new field.
Define Field Name
In the 'Field Name' field, enter a clear and descriptive name for your custom field. This name will appear as the label for the field on contact profiles and in reports. For example, 'Preferred Tour Type' or 'Emergency Contact Number'.
Select Field Type
Choose the appropriate data type from the 'Field Type' dropdown menu. Available types include:
Text (Single Line): For short, free-form text fields (e.g., 'Notes').
Text (Multi-line): For longer text entries requiring multiple lines (e.g., 'Special Requirements').
Number: For numerical data only (e.g., 'Number of Dependents').
Date: For date selection using a calendar picker (e.g., 'Last Booking Date').
Date & Time: For selecting both a date and a specific time.
Dropdown: For a predefined list of options from which users can select one.
Checkbox: For a simple true/false or yes/no selection.
Currency: For monetary values, automatically formatting with your business's currency.
Email: For email addresses, including basic validation.
Phone Number: For phone numbers, including basic formatting.
URL: For web addresses.
Configure Field Options (Type-Specific)
Dropdown: If 'Dropdown' is selected, an additional section will appear where you can enter each option for the dropdown list. Enter one option per line. For instance, for 'Preferred Tour Type', you might enter 'Adventure', 'Cultural', 'Relaxation', 'Wildlife'.
Default Value
For most field types, you can optionally set a 'Default Value' that will automatically populate when a new contact is created, or when the field is added to existing contacts that do not yet have data for this field.
Set Visibility and Requirements
Visible on Contact Profile: Check this box to ensure the custom field is displayed on individual contact profiles.
Required Field: Check this box if data entry for this field is mandatory when creating or updating a contact. If marked as required, users will not be able to Save contact changes without populating this field.
Save the Custom Field
Once all configurations are complete, click the Save Field button. The new custom field will now be active and available for use across your contact records.
Populating Custom Field Data
Go to a specific contact's profile.
Locate the newly created custom field within the contact's details. Custom fields are typically grouped under a dedicated section or integrated into existing relevant sections.
Enter or select the appropriate data for the field.
Save the contact profile to store the information.
Tips
Diverse Data Type Support: Accommodates a wide range of information types, from simple text and numbers to dates, dropdown selections, and specific formats like email or currency, ensuring data integrity and usability.
Granular Data Capture: Enables the collection of highly specific details relevant to your business's unique operations, beyond the standard fields provided by the platform. This facilitates a deeper understanding of individual contacts.
Enhanced Contact Segmentation: Custom field data can be used for advanced filtering and segmentation of contacts, allowing for targeted marketing campaigns, personalised communications, and efficient group management based on specific criteria.
Customisable Reporting: Data stored in custom fields can be included in reports, providing valuable insights into contact demographics, preferences, or other critical information, supporting data-driven decision-making.
Data Standardisation: For dropdown fields, custom fields enforce a consistent set of options, eliminating variations and ensuring data uniformity across all contact records. This is crucial for accurate analysis and reporting.
Operational Workflow Integration: Custom fields can be integrated into various operational workflows, ensuring that critical information is captured at the point of interaction and is readily accessible to relevant team members.
Plan Carefully: Before creating a custom field, clearly define its purpose, the type of data it will hold, and how it will be used. Avoid creating redundant fields or fields with overlapping functions.
Use Clear and Concise Names: Field names should be intuitive and easily understood by all users. Avoid jargon or abbreviations that may cause confusion. For example, 'Dietary Restrictions' is better than 'Dietary Rstr'.
Select the Appropriate Field Type: Choosing the correct field type is crucial for data integrity and user experience. Use dropdowns for predefined lists, numbers for numerical data, and dates for date-specific information to ensure consistent data entry.
Consider Required Fields Carefully: Only mark fields as 'Required' if the information is absolutely essential for your operations. Too many required fields can hinder user efficiency and lead to incomplete contact creation.
Review and Refine Periodically: Regularly review your custom fields to ensure they remain relevant and useful. Archive or delete fields that are no longer needed to maintain a clean and efficient database.
Train Your Team: Ensure all users who interact with contact records understand the purpose and correct usage of each custom field. Consistent data entry is vital for accurate reporting and segmentation.
Avoid Over-Customisation: While custom fields offer flexibility, creating an excessive number of fields can make contact profiles cumbersome and difficult to navigate. Prioritise fields that provide significant value.
Synchronise with External Systems (if applicable): If you integrate with other systems, consider how custom field data will synchronise to maintain consistency across platforms.
Need help?
For further assistance, contact us at [email protected]