Custom fields let you collect additional information from your guests during checkout or record internal details for your staff. Use them for things like dietary preferences, pickup addresses, passenger weight, emergency contacts, and more.
Go to Setup > Custom Fields to see all your existing fields and create new ones.
Creating a New Custom Field
- Click Add Custom Field in the top right corner of the Custom Fields page.
- Enter an Internal Name — this is how the field appears in your admin (only your team sees this).
- Enter a Title — this is what your guests see on the booking form.
- Choose a Field Type from the dropdown (see all available types below).
- Select whether the field should show once per trip or once per booking.
- Add a Description if you want to include helper text beneath the field on the checkout form.
- Click Save.
After saving, assign the field to one or more activities so it appears on the right booking forms. See Add Custom Fields to an Activity for instructions.
Available Field Types
When creating or editing a custom field, choose the type that best fits the information you're collecting. Each type gives your guests the right input format and validates their answers automatically.
Text (Single Line)
A short text box for brief answers. Best for things like names, hotel names, group names, or short notes.
Text (Multiple Lines)
A larger text box for longer responses. Use it for special requests, comments, dietary details, or anything that might need more than a sentence.
Checkbox
A simple yes/no toggle. Great for acknowledgments, opt-ins, or confirmations. You can set the checkbox to be checked by default if you want it pre-selected.
Number
A number input with optional minimum and maximum values. Use it for group sizes, ages, quantities, or any numeric data that doesn't need a unit.
Dropdown
A dropdown menu with predefined options. Perfect for shirt sizes, skill levels, team colors, meal choices, or any time you want guests to pick from a set list.
URL
Collects a web address and validates it's a proper URL. The link becomes clickable in trip details so your team can open it in one click. Use it for social media profiles, company websites, or reference links.
Weight
Collects a weight value with a lbs/kg toggle. You choose the default unit (pounds or kilograms), and TripWorks automatically converts between them. Essential for balloon rides, ziplines, horseback tours, or any weight-restricted activity.
Address
A structured address field with Google Places autocomplete. Guests start typing and select from suggestions, so you get clean, consistent addresses every time. Use it for hotel pickup addresses, billing addresses, or mailing addresses.
Date
A date picker so guests select from a calendar instead of typing. Use it for dates of birth, passport expiry dates, travel dates, or any date you need in a consistent format.
An email field with built-in validation, so guests can't accidentally enter a phone number or misspelled address. Use it for alternate contact emails, individual participant emails, or group coordinator emails.
Phone
A phone number field. Use it for day-of-trip contact numbers, emergency contacts, WhatsApp numbers, or any additional phone number beyond the one on the booking.
Time
A time picker (hours and minutes). Use it for flight arrival times, hotel transfer times, preferred pickup times, or any time-of-day information.
Changing a Field's Type
Already have a field that would work better as a different type? For example, maybe you've been collecting passenger weight as a plain Number field, but now you want to switch it to the new Weight type so guests get the lbs/kg toggle.
You can change a field's type without losing your existing data.
- Go to Setup > Custom Fields and click on the field you want to change.
- Change the Field Type dropdown to the new type.
- A message will appear letting you know how many existing responses you have and whether they're compatible with the new type.
- If everything looks good, click Save and your data carries over automatically.
Common conversions
| From | To | What you get |
|---|---|---|
| Number | Weight | Lbs/kg toggle with automatic unit conversion |
| Text | Built-in email validation | |
| Text | Phone | Proper phone number formatting |
| Text | URL | Clickable links and URL validation |
| Text | Date | Date picker instead of free-form text |
| Text | Address | Google Places autocomplete |
Using Custom Fields as Email Merge Tags
Want to include a guest's custom field response in their confirmation or reminder email? Custom fields now work as merge tags, so you can personalize your emails with the information guests provide during checkout.
How to add a merge tag
- Go to your email template editor (under Setup > Email & SMS or through an activity's email settings).
- Place your cursor where you want the guest's response to appear.
- Click the Merge Tags button to see all available tags.
- Your custom fields will appear in the list. Click one to insert it.
Example
Say you collect a "Hotel Name" field during checkout. In your confirmation email, you could write:
We'll pick you up at {{hotel_name}} at 8:00 AM. Please be in the lobby 10 minutes early.
When the email sends, the merge tag is automatically replaced with whatever the guest entered — like "Hilton Garden Inn Downtown."
Good to know
If a guest didn't fill in an optional field, the merge tag will be blank in the email. Write your templates so they still read naturally even if a value is missing.
Frequently Asked Questions
Can I change a field's type back if I change my mind?
Yes. Type conversion works in both directions. The safety check will let you know if any values are incompatible before you confirm.
Will changing a field type affect existing bookings?
No. Your existing data is migrated to the new type. Bookings that already have a response will display correctly with the new formatting.
Do merge tags work in all email types?
Merge tags are available in confirmation emails and reminder emails — anywhere the email template editor supports merge tags.
What if a guest leaves a custom field blank?
If the field is optional and the guest skips it, the merge tag will be empty in the email. The rest of the email still sends normally.