You can collect details of the customer and participants in a booking, using standard fields and custom fields.
The details of the customer making the booking are always collected during the online booking process.
If you select to collect participant details, you can do so either during the booking process or when waivers are signed - online or in-store with the waiver kiosk
Customer and participant details collected with standard and custom fields can be exported with Customer reports and Booking reports.
In this article:
Collecting participant details
If you want to collect details of participants in a booking, select the Bookeo product you are using from the list below to learn more.
Bookeo Appointments
This section explains how to collect participant details in a Bookeo Appointments account.
For services:
1. Go to Settings>Number of people and people categories
2. In the Participants section, from the Ask for the details of every participant dropdown menu, select:
- never: if you do not want to collect participant details
- at the time of booking: if you want to collect participant details when customers make a booking online (the person making the booking will have to provide their own details as well as the details of all participants)
- when signing the waiver: if you want to collect participant details when they sign their waiver online or in-store (the person making the booking will provide their own details when making the booking online, while each participant will enter theirs when signing their waiver).
Audience waiver settings
If you select to collect participant details when customers sign their waivers, you should ensure that the audience waiver settings require each participant to sign the waiver. If the settings specify that only the main customer is required to sign the waiver, participant details will not be collected.
3. Save
For workshops:
1. Go to Settings>Workshops. Click on a workshop
2. In the Participants section, from the Ask for the details of every participant dropdown menu, select:
- never: if you do not want to collect participant details
- at the time of booking: if you want to collect participant details when customers make a booking online (the person making the booking will have to provide their own details as well as the details of all participants)
- when signing the waiver: if you want to collect participant details when they sign their waiver online or in-store (the person making the booking will provide their own details when making the booking online, while each participant will enter theirs when signing their waiver).
Audience waiver settings
If you select to collect participant details when customers sign their waivers, you should ensure that the audience waiver settings require each participant to sign the waiver. If the settings specify that only the main customer is required to sign the waiver, participant details will not be collected.
3. Save
Bookeo Classes and Courses
This section explains how to collect participant details in a Bookeo Classes and Courses account.
1. Go to Settings>Classes, courses, events. Click on a class/course/event
2. In the Participants section, from the Ask for the details of every participant dropdown menu, select:
- never: if you do not want to collect participant details
- at the time of booking: if you want to collect participant details when customers make a booking online (the person making the booking will have to provide their own details as well as the details of all participants)
- when signing the waiver: if you want to collect participant details when they sign their waiver online or in-store (the person making the booking will provide their own details when making the booking online, while each participant will enter theirs when signing their waiver).
Audience waiver settings
If you select to collect participant details when customers sign their waivers, you should ensure that the audience waiver settings require each participant to sign the waiver. If the settings specify that only the main customer is required to sign the waiver, participant details will not be collected.
3. Save
Bookeo Tours and Activities
This section explains how to collect participant details in a Bookeo Tours and Activities account.
1. Go to Settings>Tours/activities. Click on a tour/activity
2. In the Participants section, from the Ask for the details of every participant dropdown menu, select:
- never: if you do not want to collect participant details
- at the time of booking: if you want to collect participant details when customers make a booking online (the person making the booking will have to provide their own details as well as the details of all participants)
- when signing the waiver: if you want to collect participant details when they sign their waiver online or in-store (the person making the booking will provide their own details when making the booking online, while each participant will enter theirs when signing their waiver).
Audience waiver settings
If you select to collect participant details when customers sign their waivers, you should ensure that the audience waiver settings require each participant to sign the waiver. If the settings specify that only the main customer is required to sign the waiver, participant details will not be collected.
3. Save
Standard fields
The system automatically collects the customer's name and email address, and the participants' names if you have set to collect participant details. If you want to collect more details:
1. Go to Settings>Customer Details
2. In the Standard fields tab, set which fields you want to capture for the customer [1] making the booking, and which for the participants [2] to the booking.
For each standard field, from the dropdown menu, set if the field is:
- required: an input will be required at the time of booking
- optional: customer can input a value at the time of booking if they want to
- don't ask: when this option is selected, the custom field will not be shown to customers at the time of booking
3. Save
Custom fields
1. Go to Settings>Customer Details
2. Go to the Custom fields tab
3. Click on the New field button to create:
-
a free text field [3]: customers will be required to enter text - for example, notes, and comments. Click here for more information
-
a drop-down choice custom field [4]: customers will be required to pick one of the options from a drop-down menu. Click here for more information
-
a number field [5]: customers will be required to input a number. Click here for more information
-
a checkbox field [6]: customers will be required to check/uncheck a checkbox. Click here for more information
Custom fields for participants will be asked during the booking process if you set that you want to Ask for the details of every participant:
- in the People tab of your classes/tours/workshops
- in Settings>Number of people and people categories in Bookeo Appointments