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OwnerRez API

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Messaging - Custom Fields

Just about every data element in OwnerRez has a matching field code that allows you to create an email template referring to that data element, and have it be automatically populated with the correct information for a specific booking, property, etc. each time the email is sent.  The list of all of our field codes is very long.

But, we can't think of everything - so we allow you to create your own custom field codes!  This is under Settings > Custom Field Definitions.

Basic Types of Field Codes

There are three fundamental types of field codes - Booking, Property, and Account.  These refer to the level where the data will be unique.

Booking field codes will be uniquely relevant to a specific booking.  For example, each Booking will have a specific Check-In Date.  This value is independent of any other Booking - two bookings might happen to share the same Check-In Date value, but they are set independently and uniquely for each separate booking.

Property field codes will be uniquely relevant to a specific property.  For example, each property has a Name.  Every Booking, Hosted Website page or widget that refers to that property will use that same name for it, but a different property will have a different name.

Account field codes relate to your entire account, like the name of your company.  We often use these in system email templates so they'll work for everybody, even though they'll always be the same for you individually.

Every custom field code must be one of these three types - you need to choose whichever one is most appropriate.

Custom Field Definitions

Each custom field code requires the following unique information:

Type - one of the three basic types discussed above.

Name - a human-readable name for the field code, like "Check-In Date".

Merge Code - a computer-unique abbreviation for the code.  OwnerRez automatically adds a prefix denoting the type of the code, e.g. BX for a custom Booking-type field code.  You'll need to add more. It should have no spaces or special characters.  This abbreviation, combined with the prefix, will be used as the field code when you use it in an email template.  So if you set the code as CID, you'd call this code like so: {BXCID}

The Rich Text checkbox indicates what you're going to use the field for.

If the actual, specific value of the text in the field is what's important and formatting is irrelevant, like an access code for the door or a URL for a website, then you do not want Rich Text.

If the intention of this custom field is for it to be included as human-readable text in your email messages, then you probably do want Rich Text, because it allows you to format the text (bold, italic, etc.)

When it is displayed in editors, your custom field will appear based on your selection - a plain text box if not Rich Text, or the full editor pane if it is.

If you aren't sure, do not use Rich Text - so leave the checkbox unchecked.

Quote Acceptance

One common usage of custom field definitions, is to capture additional data from the guest when they book that otherwise wouldn't be available.  You can set custom fields to be shown during quote acceptance as well as if you send the guest a separate renter agreement e-sign link after checkout.

To do that, add a new custom field (in the Settings > Custom Field Definitions section):

If you turn Display on under the Quote Acceptance section there, the guest will see that field during checkout and be able to enter data or required to enter it based on what you set here.  You can use this to make specific custom fields required only for specific properties, and not for other properties.

Using Custom Fields

You can use custom fields exactly the same way as you do any other field codes - they appear in the field code lists available in all our email template editors. Here's an example of how to do that.

Property-Type Custom Field View

You can view all the values of a Custom Field of the Property type, by going to Settings > Custom Fields and clicking on a Property-type custom field.  This will display not only the field definitions as discussed above, but also the values currently set for each individual property.  You can change them here, as well as in the Properties area.

Exporting Custom Fields

If you want to see a list of the data stored in your Custom Fields, we provide an export function for the custom field values.

To access it, go to Tools > Import/Export and use the "Export Custom Fields" to Excel export.