Contact / Appointment Fields with questions

Collecting Information from Customers (Contact & Appointment Fields)

InpickAtime pickAtime,lets you can collect specificcustom datainformation from your participants at two different stages:points:

when

When they first create an account or(Contact whenFields) When they book a specific appointment.appointment (Appointment Fields)

Both support various answer types — including text, date, radio buttons, drop-down lists, and checkboxes.

---

1. Choosing the Right Field Type

Before setting up your fields, determine when you need the information:

---

2. How to SetSetting Up Fieldsa Field

Both Contactfield andtypes Appointment fields are configured usinguse the same simplebasic process:

1. NavigateGo to either Global Setup /→ Contacts Setup or Settings /→ Appointment Fields.Fields, depending on which type you're creating.
2. Add the Field:field: Type the field name of the information you want (e.g., "Phone Number") into the Add New box and click add.Add.
3. Activate the Field:field: The new fieldIt will appear inunder Available Fields — select it, then click the Available Fields section. Click the < button to move it into the Included Fields column..
4. Admin Visibility:visibility: Check the box under "Required for Admins" if you want staff members to see and see/fill out thesethis promptsfield when testing the system. 

💡 Pro-Tip:Pro Dotip: notDon't create custom fields for "First Name,"Name, "Last Name,"Name, or "Email."Email The system collects— these are already collected automatically during registration;registration. addingAdding them hereagain will forceprompt the userusers to enter the same infoinformation twice.

---

3. Configuring a Question with Multiple Choice Answers

If you want a field to use radio buttons, a drop-down list, or checkboxes, you'll configure it as a "Choice" type field:

In Included Fields, locate the Type column for your question. Click the cell and select "Choice" from the drop-down. The Question Editor will open. Click Add New Option to add each possible response. Choose a display format:

Drop-down list Radio buttons Checkboxes Use the arrows (<>) to reorder the options as needed.

---

4. Conditional Logic: Show/Hide Fields Based on Responses

You can make fields appear or disappear dynamically based on how a participant answers a Choice-type question.

Each Included Field is assigned a number, which is used to reference it in the conditional logic.

To enable this: Check "Hide/Show fields based on the user response" on the question you want to control others with.

To configure it: Next to each answer option, enter the field numbers to hide or show when that option is selected:

To hide fields: Enter their numbers directly — e.g., 3,4,5 or 3-5 To show specific fields instead: Prefix each number with a / — e.g., /5, /6

⚠️ This logic only applies to fields that come after the conditional field in the list — it cannot affect fields earlier in the form.

Example: If a participant selects "Junior" for a given question, you could configure the rule to show only fields 5 and 6 — hiding everything else beyond that point unless explicitly shown.

---

5. Restricting Date Ranges

For Date-type fields (e.g., Date of Birth), you can restrict the range of dates a participant is allowed to enter.

3.Why this matters: Schools have reported participants accidentally entering today's date in a DOB field. The Restrict Dates option helps prevent this kind of erroneous entry.

To use it: On a Date-type field (in either Contact Fields or Appointment Fields setup), enable Restrict Dates and define the valid range — e.g., no dates after the year 2000.

---

6. Viewing the Collected Data

In the Appointments Grid (Admin View)

:

For Appointment Fields,Fields, you can seeview the dataresponses immediately without running a report:

• 1. Go to the Appointments page.
  2. Click on any booked slot.
  3. LookView atthe participant's custom field responses in the section below the calendar on the (left-hand side to see the custom information provided by the participant.side).

In Reports

Reports:

To include these custom fields inas yourreport report:columns:

1. Go to the Reporting section.
2. Click the blue Contact Fields or Appointment Fields link.
3. Check the box in the upper right-handupper-right corner of the pop-up to select all fieldsfields, (or selectchoose specific ones).ones.
4. Confirm your selection;selection — the datafields will now appear as a new columncolumns in your report.

FAQ

We have had a large number of people entering the current date in the DOB field.  Is there a way that we can not allow anything later than 2000?

Yes, we have added an update to the Date Field in both the Appointment and Contact Field Setup sections. This update allows you to add 'restrict dates' to control the date range that participants can enter to ensure that there are fewer erroneous entries.