Just about every data element in OwnerRez has a matching field code that allows you to create a messaging template (e.g., email, SMS, Airbnb) referring to that data element, and have it be automatically populated with the correct information for a specific booking, property, etc. each time the message is sent. The list of all of our field codes is very long.
But, we can't think of everything - so we allow you to create your own custom field codes! This is under Settings > Custom Field Definitions.
- Webinar: Focus Session - Fields and Custom Fields
- Types of Field Codes
- Custom Field Definitions
- Quote Acceptance or Renter Agreement Signing Configuration
- Using Custom Fields
- Property-Type Custom Field View
- Exporting Custom Fields
- Reporting
Types of Field Codes
There are five fundamental types of field codes - Account, Booking, Contact, Owner, and Property. These refer to the level where the data will be unique.
Account field codes relate to your entire account, like the name of your company. We often use these in system email templates so they'll work for everybody, even though they'll always be the same for you individually.
Booking field codes will be uniquely relevant to a specific booking. For example, each Booking will have a specific Check-In Date. This value is independent of any other Booking - two bookings might happen to share the same Check-In Date value, but they are set independently and uniquely for each separate booking. Only Booking type custom fields can be shown to the guest for them to enter
Contact field codes relate to contacts (e.g. guests). Allowing information to be stored about them on the Contact-level and then used if needed in messaging or renter agreement templates.
Owner field codes (PM module) relate to owners of properties as configured in the Property Management (PM) area. Allowing information to be stored about them on the Owner-level and then used if needed in messaging or owner statement templates can be very useful.
Property field codes will be uniquely relevant to a specific property. For example, each property has a Name. Every Booking, Hosted Website page or widget that refers to that property will use that same name for it, but a different property will have a different name.
Every custom field code must be one of these five types - you need to choose whichever one is most appropriate for each use.
Custom Field Definitions
Each custom field code requires the following unique information:
Type - one of the five types discussed above.
Name - a human-readable name for the field code, like "Check-In Date".
Merge Code - a short code (i.e., a computer-unique abbreviation for the code). OwnerRez automatically adds a prefix denoting the type of the code (e.g. BX for a custom Booking-type). You'll need to add more. It should have no spaces or special characters. This abbreviation, combined with the prefix, will be used as the custom field code when you use it in a messaging template or renter agreement. So if you set the code as CID, you'd call this code like so: {BXCID}
Format - you can choose the format that meets your needs: Plain Text, Rich Text, or File.
- Plain Text is just that, allowing entry of plain text into the field.
- Rich Text allows for formatted text.
- If the specified value of the text in the field is what's important and formatting is irrelevant, like an access code for the door or a URL for a website, then you do not want Rich Text.
- If the intention of this custom field is for it to be included as human-readable text in your email messages, then you probably do want Rich Text, because it allows you to format the text (bold, italic, etc.)
- File is just what it sounds like, it allows for file uploads. If using Booking type, you can show this field during the checkout process to capture a file upload (eg. image, PDF) from the guest.
Note: once you save your custom field, you won't be able to change the format. You can edit anything else about a custom field, just not the type. If you decide you need a different format, you can just create another custom field and choose a different format.
Quote Acceptance or Renter Agreement Signing Configuration
One common usage of custom field definitions is to capture additional data from the guest when they book that otherwise wouldn't be requested. You can set custom fields to be shown during quote acceptance as well as if you send the guest a separate renter agreement e-sign link after checkout.
If users want those custom fields that guests see and agree to during the quote acceptance process added to their renter agreement, they will have to edit and add their custom fields to their renter agreement.
But to be clear, guests will only see the custom fields during the quote acceptance process. The complete renter agreement is NOT displayed to the guests at the time of the quote acceptance process.
Initials collected from custom fields are inserted into the renter agreement after the guest adds their initials to the Custom Fields.
After the guest has added their initials and agreed to the specific terms outlined in the Custom Field during their quote acceptance process, the guest will see that their initials have been added to the Renter Agreement displayed to them on the Renter Agreement signature page.
To accomplish this, the OwnerRez user must complete this two-step process.
- Create a new Custom Field.
- Add your Custom Field to your Renter Agreement.
For the first step, the user will create a new custom field (in the Settings > Custom Field Definitions section). Only Booking custom field types can be used for this. Select "Booking" as the type and choose the preferred display options to have it show during Quote Acceptance (or Renter Agreement Signing) to capture a needed file from guests (e.g., government ID, signed waiver).
If you turn Display on under the Quote Acceptance section there, the guest will see that field during checkout and be able to enter data or be required to enter it based on what you set here. You can use this to make specific custom fields required only for specific properties, and not for other properties.
Or users could add a custom field requesting that guests add their initials to be displayed during the checkout process and can create their own Custom Field Definition by first following the Custom Field Plain Text format instructions and adding the settings below.
Be sure to hit Save. Your Custom Field Definition will now appear in your list of Custom Field Definitions.
In step 2, the user will insert their new Custom Field to their Renter Agreement.
Be sure to preview your renter agreement and click Save.
Guest Experience During Quote Acceptance & Renter Agreement Signing
After users have followed the 2 steps in the previous section, let's take a look at what the guest sees during their quote acceptance process.
But to be clear, guests will only see the custom fields during the quote acceptance process. The complete renter agreement is NOT displayed to the guests at the time of the quote acceptance process.
After the guest has added their initials and agreed to the specific terms outlined in the Custom Field during their quote acceptance process, the guest will see that their initials have been added to the Renter Agreement displayed to them on the Renter Agreement signature page.
Here is an example that guests would see when adding their initials and agreeing to the specific terms outlined in the Custom Field during their quote acceptance process. Keep in mind that the user will have already added their own language in their custom field.
On the next page, the guest will see that their initials have been added to the Renter Agreement on the Renter Agreement signature page.
Using Custom Fields
You can use custom fields exactly the same way as you do any other field codes - they appear in the field code lists available in all message template editors so can also use that value as a merge field in legal/rental agreements or messaging templates. Here's an example of how to do that.
Property-Type Custom Field View
You can view all the values of a Custom Field of the Property type, by going to Settings > Custom Fields and clicking on a Property-type custom field. This will display not only the field definitions as discussed above but also the values currently set for each individual property. You can change them here, as well as in the Properties area.
Exporting Custom Fields
If you want to see a list of the data stored in your Custom Fields, we provide an export function for the custom field values.
To access it, go to Tools > Import/Export and use the "Export Custom Fields" to Excel export.
Reporting
You can also view the values for your custom fields across multiple bookings in the Stays By Date Range report.