Custom fields
As part of the visitor journey, you may need to collect information from visitors, share health and safety guidance, or require visitors to agree to specific terms. You can do this via remote registration, at reception, or at the kiosk when checking in. Create questions using custom fields, then use smart rules to determine the next step in the check-in process based on each visitor's responses.
Some fields are provided by default, such as Company, Email, Mobile Phone, and Visitor Type.
Custom fields can also be configured for internal use only and shown only 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 pre-filled on subsequent visits to your building. Follow the steps to create the questions to ask when a visitor checks in, during remote registration, or when creating or editing visits.
Up to 10 custom fields can be created by default. To request additional custom fields, Contact Support.
Five types of custom fields 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 only for the remote registration flow).
Custom fields can also be created in the Global Admin Dashboard and added to templates, which can be copied to multiple locations. The custom fields included in the templates are visible locally but are not editable and are grayed out. Learn more: Global Admin Dashboard
- Sign in to Eptura Visitor and navigate to Settings > Custom fields.
- Click New custom field or to edit an existing rule, click the More Actions (three dots) icon to the right of a field in the list.
- Create your question in the Add new custom field popup window:
- Name: Enter a name for the field. This will appear as a title on the custom screen.
- Type: Select how the visitor will give their response; either Free text, Multiple choice, Yes/No, Date, or File upload (remote registration only).
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.
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 in the multiple-choice list on a separate line.
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.
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.
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.
- Data retention period: Select the required retention period for the response to the question.
- Others:
- Mandatory: When enabled, the visitor cannot continue to check in until they respond.
- Save in visitor profile: Saves the visitor's response to their profile so they can be pre-filled on subsequent visits.
- 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.
- 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.
- 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 the custom screens displayed on the kiosk when a visitor checks in, as well as to the remote registration flow.