With custom notes, you can record additional information with a booking. You can set up a maximum of three note fields and give each field its own label, for example, “Parking Information” or “Location Details.”
You determine for each note field whether it is only visible in the booking, also appears in the schedule, and whether team members may see it in the booking details.
Setting up custom notes
Go to Account settings > Custom lists and labels > Custom notes. You will see three note fields. Set the following for each field:
- Visibility: choose where the note field will be used. With Do not use, you hide the field. With Visible in booking, it appears in the booking. With Visible in booking and schedule, it also appears in the schedule.
- Label: fill in the name to be shown with the note field.
- Show to team members: check this if team members are allowed to see the filled note in the booking details as well.
Click Save to keep your changes.
Where are the notes displayed?
An enabled note field appears when creating and editing a booking. You can fill in text for each booking there. A filled note is displayed on the booking page with the set label. In the booking details, team members only see notes for which Show to team members is enabled.
If you choose Visible in booking and schedule, the field will also appear in the schedule. In the bookings overview, you can turn the field on as a column via Columns; the column is not on by default.
If Show to team members is enabled, a filled note can also appear on the data sheet and in relevant contracts and booking confirmations. Empty notes are not shown there.
Managing booking tags and adding them to bookings
Alongside free text in custom notes, you can mark bookings with colored tags. You manage the available booking tags for the entire account and then choose which tags apply to each booking.
Go to Account settings > Custom lists and labels > Booking tags. Click Add tag, enter a Name, select Bookings under Type, and choose a Color. Click Save. Use the pencil icon to edit an existing tag or the trash icon to delete it.
Open a booking or create a new one. Select the booking tags you want in the Tags field and save the booking. You can add multiple tags to the same booking. The selected tags appear on the booking page.
Good to know
The setting applies to the entire account. You set the label and visibility of a note field once; the content is filled in separately for each booking.
The schedule has its own visibility choice. Show to team members does not determine whether the note appears in the schedule. For that, choose Visible in booking and schedule under Visibility.