Create a custom field

Use this procedure to create custom fields in the Online Booking tool for your travelers. These fields can be used to present questions to your users when booking travel. If you need to edit an existing custom field, see Edit a custom field.

This feature is only available to company administrators.

1. Login to the Online Booking tool. 
2. Select Company from the Program menu. The Settings page will be displayed.
3. Select Custom fields from the Configuration section on the left. The Custom fields page will be displayed. There may already be existing custom field definitions on the page. 
4. Scroll down until you see an empty tile and click + Click to add.
5. Click anywhere in that tile. A fresh page for defining a custom field will be displayed. 
6. Enter a name in the Custom field name field. This will be how the field appears to users. 
7. Select one of the following in the Requiredmenu:
   • Yes - If you select Yes, users will not be able to complete bookings without entering a value for this field.
   • No - If you select No, users will not be required to enter a value in the field when booking travel but will be able to see the field and can optionally enter a value. However, whether the field will be displayed to travelers booking for events may additionally depend on whether the event coordinator has enabled the custom field for the event. 
8. Select a valid type for the field from the Response type menu. The field's type will control how users are able to interact with it. 
   • Single select - Users will only be able to select one of the pre-defined choices you create. 
   • Multi-select - Users will be able to select more than one of the pre-defined choices you create.
   • Multi-select with percentage - Users will be able to select more than one of the pre-defined choices you create. For each choice the user selects, they will also be required to enter a percentage and the total of all choices must equal 100%. 
   • Input - Users will be able to enter free form text or numbers into the field you create. If you select this field type, you can skip to step 10 below.
9. Select a value from the Response source field. Options are: 
   • HR Feed - Designates that the custom field is imported from your HR feed. You must then specify which field will be used to import this field in Field selection menu and click Apply. Once you click Apply, the values available for the field you select will be displayed (if there are errors, you will need to correct the source in your HR feed and repeat this step). The options are:
     • Cost center
     • Department
     • Entity (legal entity)
     • Office 
   • Manual - Designates that you will be manually defining the custom field. You must then begin defining the answers that user's can choose from. 
     • For each answer you want users to be able to select from, enter a value in the New response name and Description fields and click Add. Each new answer will appear in the Responses list. You can also upload answers from an external file, see below.
     •  To remove an option, click the delete (trashcan) icon.
10. If you want to specify which users within your organization will see this field when booking travel, disable the Show to everyone in organization slider. This will cause additional fields to be displayed. Use these fields to control which users will see this custom field. Generally, no more than 3-4 fields should be set in this section. For example, Worker type: Employee, Country: USA, Booking type: All, and Travel type: International.
    • The Trip type field allows you to specify which types of trips will use this field. Options are: 
      • All trips - The custom field will be required on all trips (including events trips).
      • Events trips only - The custom field will only be available for selection on event trips and the event coordinator can then select whether they want to add it to their event.
      • Regular trips only - The custom field will only be required on regular trips (not on event trips).
11. When done, click Save. The custom field will be created.

Example: "Reason for Travel" custom field 

To upload a list of answers from an external file

If you have a pre-existing list of answers you want your users to be able to select from when responding to your custom field, you can use the upload feature to import them into the Online Booking tool. This option is only available if you have selected Manual from the Response Source field (since setting Response Source to HR feed will automatically import your answer options).

1. When defining your custom field, click Upload (in the Responses list section).
2. Locate and select the file (CSV) containing your answer options. The file you upload must only provide the name and description for each answer option. Note that uploading a list of answer options will delete any answers that have already been defined for this custom field in the Online Booking tool. 
3. Click Open (may differ depending on operating system). The contents of your file will be imported into the custom field definition. 
4. Review and verify that the imported answer options are correct. 
5. Click Save. 

To download a list of answers from the Online Booking tool

If you have already created a list of answer options for a custom field in the Online Booking tool, you can download them using the download feature. Use this feature to edit and update the answer options you offer in an external file and then upload that updated file. You can also use this feature to download an empty spreadsheet, add a list of answer options to it, and then upload that file to the Online Booking tool when done. The download option is only available if you have selected Manual from the Source field.

1. When defining your custom field, click Download (in the Add Option section).
2. Your current list of answer options will be downloaded to your local machine. If you had not defined any answer options yet, an empty CSV file will be downloaded.  
3. Update the downloaded file with the answer options you wish to provide for your custom field. 
4. When done, refer to the instructions for how to upload a list of answers from an external file.