A standard set of information is required from the guest during checkout/quote acceptance or legal agreement signing. But sometimes, you want to collect additional info specific to your situation or properties, like names of all guests or types of beds to have available. That's where custom fields come in. OwnerRez has always had custom fields and supported booking type custom fields the guest can fill out during checkout, but we have also added support for file format uploads (e.g., image, PDF)! For example, you might be required to collect a photo ID to adhere to your condominium association bylaws. You can use custom fields to help accomplish this. Let's look at how to use guest-facing booking custom fields in OwnerRez.
Booking type custom fields can be shown during quote acceptance for direct booking guests. Also, if you send the guest a separate renter agreement e-sign link after booking (such as for channel guests), the same booking type custom fields will be displayed for them too.
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.
Add a new custom field (in the Settings > Custom Field Definitions section) to get started.
To help understand what is possible, below are three individual examples of Booking custom field formats used during booking checkout/quote acceptance and legal agreement signing. Multiple booking custom fields and types can be used at the same time. You can set the order manually, or they will alphabetize based on the name.
NOTE: If you require multiple different rental agreements to be signed for the same booking or signatures from others, any required (or optional) custom fields will be offered each time anyone is asked to sign any agreement.
Plain Text Format
Creating a Booking Custom Field using Plain Text format can be useful for many things, including requesting guests to add their initials that they have read, understand and agree to the terms of your legal agreement.
The example below is a Custom Field Definition shown to guests upon checkout so that they can request a specific bed type.
If you turn Display on under the Show During Quote Acceptance section, the guest will see the single-line field during checkout and be able to enter the optional or required data based on what you set Display as:
Once the guest completes checkout and the booking is created, or after they've signed the rental agreement, you can review the values the guest entered under the Custom Fields tab of the booking:
Rich Text Format
Creating a Booking Custom Field using Rich Text format:
If you turn Display on under the Show During Quote Acceptance section, the guest will see the multi-line field during checkout and be able to enter the optional or required data based on what you set Display as:
Once the guest completes checkout and the booking is created, or after they've signed the rental agreement, you can review the values the guest entered under the Custom Fields tab of the booking:
File Format
Creating a Booking Custom Field using File format:
If you turn Display on under the Show During Quote Acceptance section, the guest will see the file upload field during checkout and be able to upload an optional or required file based on what you set Display as:
If they upload a supported image file, it will show the file name and a thumbnail preview of the file before they continue:
If they upload a non-image file format, it will only show the file name:
Once the guest completes checkout and the booking is created, or after they've signed the rental agreement, you can review the file the guest has uploaded under the Custom Fields tab of the booking. You can best manage the uploaded file under the Files tab of the booking.
Delete and Request Replacement
Guests may occasionally submit incorrect files. In those cases, OwnerRez recommends that you delete the incorrect file and request a new one.
You can delete the current file by navigating to the specific Booking > Custom Fields > and Delete the incorrect file.
Delete the file by clicking on Yes, Delete!
To request a new file from your guest, you'll have to request a new renter agreement. Navigate to that specific Booking > Legal > and from the Request e-Signature dropdown menu, select Renter Agreement.
Click on Compose Email. You can also click on the Copy button and paste it into another tab to preview what you are sending to your guest.
This email includes the {BULEASE} field code public link to sign the lease form. Click on Send Email.
Here's a preview of what your guest will see when they click on the {BULEASE} field code public link to sign the lease form.
You can verify the new file uploaded by your guest by navigating to the specific Booking > Custom Fields.
File Size Limitations
OwnerRez users: Custom Field descriptions are limited to 2048 characters.
Guests: Custom Field file size uploads are limited to 8 MB or less.