Customer Fields Setup allows you to manage customers in the system by adding, editing and organising the display of your customer database fields. For example, you could collect a date of birth from the customer MyAccount (online) and from online guests creating an account or you can limit this field to an age range. You have complete control to create, update, and make fields mandatory/optional/hidden in different views of the system such as backend and online. Once you add a custom field, it cannot be deleted. Instead it can be hidden by clicking ‘Hide’.
Customer Fields
This table representation is the view of all your database fields such as Title, First Name, Surname etc. You can re-arrange this order by dragging and dropping the database field into your desired position. This is for your display view purposes on this page only, when you go to preview you can change how the fields are displayed to users and customers/patrons.
What do each of the display fields mean?
Show/Unhide All:
Ticking this box allows you to view hidden fields from the table. For example, you may never have the desire to collect a Profile Picture. As these default fields can’t be deleted, you can always hide them. If you decide to use the field in the future, simply unhide it.
Field/Label Name:
This is simply the name of the field, i.e. First Name or Surname. You can always click edit and change most field labels to meet your individual needs.
Input Type:
This helps you quickly determine what the field input type is. Is it a text field, drop down, email, radio option etc.?
Backend – Add/Edit Customer:
When adding or editing a customer, these are the fields that will apply. You can always make a field mandatory so it’s enforced and collected, hidden which won’t display at all or optional meaning it can be collected or not. If the field is mandatory, when clicking save against a record, the field entry will be enforced and until the field is collected, it won’t be able to be saved. Click the pencil edit icon to update this field.
Backend- Fast Sale:
When processing a fast sale, such as on the night of a performance and you have a queue, if you decide to add a customer you can dictate which fields you collect or make mandatory. For example, you may only want to collect two fields in a fast sale rather than all the usual fields.
Online – Customer Sales Login:
These are the fields you collect when a customer logs into their account during the sales process. Customers are presented with fields that can then be reviewed and updated and can be different to when they sign into their members account. For example, a customer generically signing into their account outside of a ticket sale could be more inclined to fill in extra data fields than when they are quickly purchasing a ticket. When purchasing tickets/items, the number of fields to enter should be restricted as not to distract the customer/patron from completing the order.
Online- Guest:
If a customer doesn’t sign in with an account and continues as a guest (forced login can be activated through Settings > General Settings), these are the guest fields that apply. As stated above, guest fields could be simple or more general, i.e. age range rather than date of birth being collected.
Online- Customer Signup:
These are the fields you collect when a customer signs up rather than logs into their account or continues as a guest during the sales process. Customers are presented with fields that can be different to when their signed into their members account. As the customer is signing up for an account, they may be more inclined to fill in complete details, compared to if they continued as a guest.
Online- Customer MyAccount:
These are the fields you collect when a customer logs into their account often without a ticket sale. The My Account section allows a customer to update their details, view their orders, reprint tickets/items, resend confirmation emails, opt-in or out to communication and more. A customer may be more inclined to fill in details in their account area than if they were purchasing a ticket/item and entering guest details.
Case:
This represents the case sensitivity of the field, All Capitals, All Lowercase, Title Case, or Not Applicable (accepting any format). It allows you to keep your data formatted to your organisation’s needs. For example, First Name should be represented in title case i.e. Sam rather than sam.
Lookup Field:
You can mark a field as a lookup field so it will then appear in your Customers & Transactions area. This is particularly useful if you create a custom field and then require it to be searchable i.e. old membership number (from your previous system database).
Hide:
This will hide the field from your database display fields list. You can always click ‘Show/Unhide All’ to view this field once again.
Actions:
This allows you to edit or view a field.
To add a new field, click ‘Add Field’. You are presented with a number of options. Select the desired option/type of field, complete the details and press ‘Save’.
To edit a field, click on the pencil icon, complete your changes and press ‘Save’. If the field has an eye icon, this means the field can only be viewed i.e. customer id which is system generated.
Transaction look up Fields
Allows you to re-order your transaction fields that are displayed under Sales > Customers & Transactions. You can re-order by dragging and dropping into desired positions and also make them active/inactive by flicking the Active switch. Any modules that are not active and have transaction filters i.e. scanning that has a barcode search, will not appear in this list.
Preview & Save
Click this option to preview how your fields appear in each section such as Backend (what your staff will see), online as a guest, when a customer accesses their account etc. You can increase the size of a field by clicking into the field and using the arrows to increase or decrease. You can also drag and drop the field into any position within the page. For example, you might want to collect a phone number before an email address or if you create a custom field, that might be important to your organisation to show that at the top of the page.
You must work through all of the page previews then click ‘Submit’. As a shortcut, you can simply click on ONLINE CUSTOMER MYACCOUNT then click submit directly from that page. If you make your changes to any other page and click cancel, you will get the following message:
Are you sure you want to cancel? Unless you move through all page previews, your layout changes will not be saved.
You’ll then have the option to click yes or no. Some areas such as billing and mailing address can only be moved as blocks.
*In some instances, you may need to make a field smaller to then move and fit it into its desired position.
Further details on adding a field
Click ‘Add Field’ to add a new field. When adding a field, you’ll often need to complete the following:
Options are:
Text Field:
Allows you to collect a text field such as dietary preferences, seat preferences etc. You can also limit the field entry type to allow characters, numbers and special characters.
Email:
Email is already a defaulted field but there may be circumstances where you want to collect business email addresses or other types of emails that are more specific. You will have the option to ‘Require re-enter Email field in both backend and online sales’ which ensures that the email address entered is re-confirmed by the customer/or staff member. Copy and pasting an email address is prevented to ensure that the email is re-entered correctly.
Single/Multiple Selection: Single selection involves being presented with multiple answers, but you must only select one while multiple selection allows you to answer with more than one response. For example, if you are required to answer dietary requirements, you usually fit into one response unless Other is an option that can be selected, and an answer manually entered.
Select Answer Type, single or multiple, then click ‘Add’ to add responses. As you add responses, remember to click the save option (disk representation). You cannot click ‘Add’ again until the response is either saved or cancelled.
Radio:
A radio response is where circle options are displayed to select the best answer. An example of this is a Male or Female option.
Dropdown:
Again, a different representation of data, a dropdown will appear on the page and a selection can be made. For example, Age Range can be categorised into a drop-down list, 10-20, 21-40, etc.
Number Field:
Allows you to collect a number as an answer such as year of birth or your age as a number input.
Telephone:
Telephone numbers such as Mobile are already predefined in the system, but if you are wanting to collect additional numbers such as emergency contact details, this field can be useful.
URL:
This field allows a customer/staff member to enter a URL, for example customers now have their own URL’s or it could be a business URL.
Document:
Collect documents such as identity cards, licenses etc that prove an age of a customer or their special access to discounted tickets/items. A document can be an image or file.
Date of Birth:
Collect the customer’s/patron’s date of birth with the date format being applicable to your country’s standards i.e. USA date of birth format is MM/DD/YYYY whereas Australia is DD/MM/YYYY.
Date & Time:
Allows you to create a date and or time field and to specify the format.
Other options (when you go into edit)
Label: What the field is called, i.e. Dietary Requirements, Seat Preference. This will be the display when staff or customers view this field.
Character Limit: How many characters the field input will allow. For example, if collecting seat preference, you may restrict this to 2 if the row and seat are not greater than this.
Is this a lookup field: As explained prior, this allows you to display this field as a lookup field under Customers & Transactions.
Case Sensitivity: This represents the case sensitivity of the field, All Capitals, All Lowercase, Title Case, or Not Applicable (accepting any format). It allows you to keep your data formatted to your organisation’s needs. For example, First Name should be represented in title case i.e. Sam rather than sam.
How should the information be collected in the different sales processes?
Backend – Add/Edit Customer:
When adding or editing a customer, these are the fields that will apply. You can always make a field mandatory so it’s enforced and collected, hidden which won’t display at all or optional meaning it can be collected or not. If the field is mandatory, when clicking save against a record, the field entry will be enforced and until the field is collected, it won’t be able to be saved. Click the pencil edit icon to update this field.
Backend- Fast Sale:
When processing a fast sale, such as on the night of a performance and you have a queue, if you decide to add a customer you can dictate which fields you collect or make mandatory. For example, you may only want to collect two fields in a fast sale rather than all the usual fields.
Online – Customer Sales Login:
These are the fields you collect when a customer logs into their account during the sales process. Customers are presented with fields that can then be reviewed and updated and can be different to when they sign into their members account. For example, a customer generically signing into their account outside of a ticket sale could be more inclined to fill in extra data fields than when they are quickly purchasing a ticket. When purchasing tickets/items, the number of fields to enter should be restricted as not to distract the customer/patron from completing the order.
Online- Guest:
If a customer doesn’t sign in with an account and continues as a guest (forced login can be activated through Settings > General Settings), these are the guest fields that apply. As stated above, guest fields could be simple or more general, i.e. age range rather than date of birth being collected.
Online- Customer Signup:
These are the fields you collect when a customer signs up rather than logs into their account or continues as a guest during the sales process. Customers are presented with fields that can be different to when their signed into their members account. As the customer is signing up for an account, they may be more inclined to fill in complete details, compared to if they continued as a guest.
Online- Customer MyAccount: These are the fields you collect when a customer logs into their account often without a ticket sale. The My Account section allows a customer to update their details, view their orders, reprint tickets/items, resend confirmation emails, opt-in or out to communication and more. A customer may be more inclined to fill in details in their account area than if they were purchasing a ticket/item and entering guest details.