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Create Custom Fields, Custom Screens and Smart Rules

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Eptura Visitor provides specific default fields that can be used during the check-in process on the kiosk. These default fields include first and last name, email, company, mobile number, and more.

As part of your visitor flow, you might need to ask visitors for additional information, tell them about health and safety rules, and require them to sign agreements. This information gathering and sharing can be achieved via remote registration, at reception, or at the kiosk when checking in. Questions are created in 'custom fields' and smart rules can determine the next step in the check-in journey, depending on the responses given.

Custom fields can also be configured for internal use only, and only shown to receptionists and admins when creating or editing visits. 

Custom fields can be:

  • Mandatory or optional.
  • Saved in the visitor profile to facilitate future visits.
  • Easily activated and deactivated without losing your historical data.
  • Configured for internal use only, and only shown to receptionists and administrators when creating or editing visits. (Only showing the custom fields internally is useful when questions are to be answered by the visitor when they arrive on-site).

Smart rules can be set when creating custom screens for the check-in flow. Learn more: Custom screens

Custom fields

Custom fields are personalized questions that request additional information from your visitors. The information gathered from your visitors can be saved in their visitor profile and prefilled on subsequent visits to your building. Follow the steps to create the questions to be asked when a visitor checks in, during remote registration, or for admins to complete when creating or editing visits.

There are 5 types of custom fields that can be created:

  • Free text: Provide a blank field that can be filled in with letters or numbers.
  • Multiple-choice: Create a list of answers for the visitor to select from.
  • Yes/No: A question requiring a simple yes/no/none response.
  • Date: Request a date is entered.
  • File: Collect documents from visitors in advance of a visit (available for the remote registration flow only). 

Custom fields created in the Global Admin Dashboard are grayed out and are not editable locally. Learn more: Global Admin Dashboard

  1. Sign in to Eptura Visitor and navigate to Settings > Custom fields.
  2. Click New custom field (or click the More Actions icon to the right of a field in the list to edit an existing rule).
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  3. Create your question in the Add new custom field popup window:
    1. Name: Enter a name for the field. This will appear as a title on the custom screen.
    2. Type: Select how the visitor will give their response; either Free text, Multiple choice, Yes/No, Date, or File upload.
      custom 01.png
      Free text: Allows the visitor to enter their response using the keyboard. Selecting this reveals the 'Default value' box; select or enter the default response presented to the visitor. The visitor can change the response if required.
      custom 02.png
      Multiple-choice: Provide a list of options for the visitor to select from. The selection can be used to determine the next step in the  check-in process. Selecting this reveals the 'Values' box where you enter the options. Enter each option for the multiple-choice list; enter each option on a separate line.
      custom 03.png
      Yes/No: The visitor can only select a 'yes' or 'no' response. The selection can be used to determine the next step in the  check-in process. Selecting this reveals the 'Default value' options; Select either Yes, No, or None.
      custom 04.png
      Date: Allows a date selection to be made. Selecting this reveals the 'Default value' date selection; Enter a date or click the calendar icon to select a date from the calendar.
      custom 05.png
      File: Collect a document from the visitor in advance of their visit (for the remote registration flow only). The file type must be either PNG, JPG, GIF, or PDF, and the file size must not exceed 5MB.
      custom 06.png
    3. Data retention period: Select the required retention period for the response to the question.
    4. Others: 
      1. Mandatory: When enabled, the visitor cannot continue to check-in until they have provided a response.
      2. Save in visitor profile: Enable to save the visitor's response in their profile.
      3. Active: Active fields can be added to the check-in flow. If the field is already in use, you must remove it from the check-in flow before disabling it here.
    5. Only show this field to receptionists and admins during visit creation or editing: Toggle the button to enable. When enabled, the question cannot be added to the visitor's check-in process. Not applicable when File is selected.
  4. Click Save to save the question and make it available to add to your check-in flow (if active).

The questions created in Custom fields can be added to custom screens displayed on the kiosk when a visitor checks in, and to the remote registration.

Custom screens

Custom screens are steps in the check-in process that gather information from your visitor or provide information. The questions created in Custom fields above are available to select when building your check-in process flow.

custom screens 01a.png

Learn more: Custom screens

Smart rules

When adding a multiple-choice or yes/no question to your custom screens, you can add a rule to allow the answer to determine the next step in the process. 

custom rule 01.png

Learn more: Questions and rules for custom screens