Add Your Own Fields to Clients, Staff, Services and More
Custom fields: define a field once, then fill it in on every client, appointment, ticket, team member, service or product, membership and gift card. Where each one is edited, and who can see a team member’s.
Perceny keeps the facts every shop needs. Custom fields are for the ones only yours does: a client's allergies, a stylist's licence number and the day it expires, the supplier of a product, the locker a member was given, the occasion a gift card was bought for.
You define a field once for a kind of record. From then on every record of that kind has it.
The seven kinds of recordCopy a link to this section
| Record | Examples |
|---|---|
| Clients | Allergies, preferred drink, how they heard of you |
| Appointments | Occasion, parking spot, reference photo link |
| Tickets | Purchase order number, referral code |
| Team | Licence number, licence expiry, emergency contact |
| Services & Products | Supplier, reorder point, patch test required |
| Memberships | Locker number, contract reference |
| Gift Cards | Occasion, who it is from |
Services and products share one list of fields. A team member's fields belong to the person at your business: someone who works at two shops has separate values at each.
Define a fieldCopy a link to this section
On the web, open Features Configuration → Custom Fields (under Business Tools). Pick the tab for the record, then Add Field.
- Label: what your team sees, such as Licence Expires.
- Key: filled in from the label (
licence_expires). Workflows and the API find the field by its key, and it cannot be changed later, so check it before you save. - Type: Text, Long Text, Number, Amount, Date, Yes / No, Dropdown, Multiple Choice, Email, Phone or Link. The type cannot be changed later either.
- Options, for a Dropdown or Multiple Choice.
- Description: shown under the field to help whoever fills it in.
Press Create Field. Use the arrows on a row to reorder the list; records show the fields in that order. Each record type can have up to 100 fields.
Archive hides a field from forms and pickers and keeps every value. Restore brings it back. Delete removes the field and its value from every record, and cannot be undone.
Defining fields needs the Allow Manage Custom Fields permission, and is done on the web only. Filling one in needs no extra permission beyond being able to edit that record.
Fill a field inCopy a link to this section
Fields show in a Custom Fields section on the record. Press Edit Fields, change what you need, and save. Only the fields you changed are written, so two people editing different fields of the same record do not overwrite each other.
| Record | On the web | In the Perceny app |
|---|---|---|
| Client | The client's record | The client's record |
| Appointment | The appointment | The appointment |
| Ticket | The ticket, under its notes | The ticket, under its notes |
| Team member | The member editor, General Info | Edit Profile, General Info |
| Service or product | Edit service or Edit product, at the top | Opens on the web |
| Membership | Membership Details | Opens on the web |
| Gift card | Gift Card Details | Opens on the web |
In the app, tap a field to fill it in or clear it. A record with no custom fields defined shows no section at all.
Who may fill a field in is whoever may edit that record: a client's fields need the permission to update clients, an appointment's the permission to update appointments, a ticket's the permission to create tickets. A service's or product's take an owner or manager who can update the general menu. A membership's take the permission to manage memberships, and a gift card's the permission to manage gift cards.
Who sees a team member's fieldsCopy a link to this section
A team member's custom fields are private. They are shown to:
- owners and managers, who also fill them in, in the member editor;
- the team member themselves, read-only, in their own Work Settings → General Info (on the web and in the app).
Nobody else on the team sees them, anywhere: not in the calendar, the team list, or a report. A manager can see an owner's fields but cannot change them.
Every other record's fields are visible to your staff and never to clients: they do not appear on the booking site, in the client portal or in a client's app.
Locations in a groupCopy a link to this section
Each location defines its own fields. A service that is linked to your group's catalog keeps the values its own location filled in: syncing the catalog changes neither the fields nor their values, and nothing is copied from one location to another.
What you can do with themCopy a link to this section
- Workflows can start when a field changes, branch on a field's value, print it in a message and set it. See Use Custom Fields in Workflows.
- Percy, your in-app assistant, reads a record's fields and can fill one in for you: ask it to "set Maria's licence expiry to March 31" and confirm the change it proposes.
- The API carries them on each record as
customFields, and so do the webhooks that send that record.
Custom fields are not table columns or filters yet, and they are not in exports.