Collecting Information from Customers (Contact & Appointment Fields)

pickAtime lets you collect custom information from participants at two different points:

• When they create an account (Contact Fields)
• When they book a specific appointment (Appointment Fields)

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

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1. Choosing the Right Field Type

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2. Setting Up a Field

Both field types use the same basic process:

1. Go to either Global Setup / Contacts or Settings / Appointment Fields, depending on which type you're creating.
2. Add the field: Type the field name (e.g., "Phone Number") into the Add New box and click Add.
3. Activate the field: It will appear under Available Fields — select it, then click the < button to move it into Included Fields.
4. Admin visibility: Check "Required for Admins" if you want staff to see/fill out this field when testing the system.

💡 Pro tip: Don't create custom fields for First Name, Last Name, or Email — these are already collected automatically during registration. Adding them again will prompt users to enter the same information twice.

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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:

1. In Included Fields, locate the Type column for your question.
2. Click the cell and select "Choice" from the drop-down.
3. The Question Editor will open. Click Add New Option to add each possible response.
4. Choose a display format:
   • Drop-down list
   • Radio buttons
   • Checkboxes
5. Use the arrows (<>) to reorder the options as needed.

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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.

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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.

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.

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6. Viewing the Collected Data

In the Appointments Grid (Admin View): For Appointment Fields, you can view responses immediately without running a report:

1. Go to the Appointments page.
2. Click any booked slot.
3. View the participant's custom field responses in the section below the calendar (left-hand side).

In Reports: To include custom fields as report columns:

1. Go to the ReportingEvent Report section.
2. Click the blue Contact Fields or Appointment Fields link.
3. Check the box in the upper-right corner of the pop-up to select all fields, or choose specific ones.
4. Confirm your selection — the fields will now appear as columns in your report.