Note: If you are not familiar with how to set up the Online Booking system, please make sure to check out this article in our help center first before diving into the custom forms update below.
Overview
Gather more data from your customers using a Custom Form when booking online through the DaySmart Recreation member app.
Set Up
Custom Form
A custom form will first need to be created. Be sure to check out the first section of this help center article on how to create custom fields to add to a custom form. Make sure you note which questions will be need to be required vs optional. For now, we are only able to allow one custom form for all online bookings. This is something we hope to adjust in the future.
Event Type
For the first release of this feature, only one of our pre-existing event types will be used for Online Bookings. Anytime someone books online, the event on the Admin side will be created using the "Rental" event type. Therefore, if you are currently using this event type for adding events on the Admin side, you may want to create a new Event Type for your staff to use instead. It is best to separate the online booking event type (Rental) vs rentals created in person.
in the global search box type in "Event Types".
Select to view the "Rental" event type.
Within the settings of the Rental event type, make sure to add the one new Custom Form you just set up.
With the custom form attached, anytime this event type is created, either on the admin side by a staff member or online by a customer, the form will appear to fill out.
How It Looks
On the customer member app, when a customer searches and selects a time slot they would like to book, the custom form will now appear for them to fill out prior to the checkout screen.
Reporting
Once the booking has been completed by the customer, the staff member assigned to the resource will receive an email letting them know a customer has booked online.
The custom field results can be viewed in a few different areas in the DaySmart Recreation Admin side.
From the event page for the booking, the custom form questions will appear. There may be cases where different answers may apply depending on the event if there are more than one event in the booking.
From the Booking Manager settings area, there is a section for Custom Fields as well. This can be used to display answers that are spread across the entire booking if there are multiple events.
The best way to search multiple events, dates and export the custom forms into excel, is to use the Event Search and Bulk Edit tool.
Select the location and date range you would like to view and the event type "Rental".
In the "Search Options" drop down, check the box next to "Show custom form data".
Click "Search".
Once the results appear, select the events you would like to export and press the CSV button.
Making Edits to Existing Booking Event Custom Forms
When on an existing booking event you can make edits to the custom form responses. If you make a change and press save, you will be presented with the following options:
Update custom fields on booking - this will update any custom field changes on the booking contract
Update custom fields for other events on booking - this will update the custom field changes for all events tied to the booking
If you do not check either of these boxes the custom fields will only be updated on the event block. Updates will not be made to the custom fields on the booking contract settings.
