In this article, you will learn about about collecting and utilizing Customer data using Booking forms.
Booking forms allow you to collect information from your Customers when they make a booking. After selecting a date and time, Customers reach the Booking form step and provide the information required to complete the booking. The form always contains the name and email fields, which are ScheduleOnce mandatory fields, plus any System or Custom fields you choose to add to the Booking form, either mandatory or not.
You can create and customize as many Booking forms as you need using the Booking forms editor, each form with its own set of fields in a specified order. Some System fields will be conditionally added to the form. For example: when meeting subject is set by the Customer, this field will be automatically added to the Booking form. The graphic style of the fields is determined by the theme as set in the Theme designer, and can be either Modern (fields as underlines - the default) or Classic (fields as boxes).
All Customer data collected in the Booking form is available to you via these methods:
- Email notifications, reminders and calendar events (unless set otherwise by creating custom notification templates)
- The Activity stream
Selecting the Booking form
When you have multiple Booking forms, you can choose which Booking forms will be used for different scenarios. Booking forms can be related either to Booking pages or Event types. By default, the location of the Booking form section depends on the presence of Event types, however this setting can be customized.
- Booking pages with Event types: Each Event type has its own Booking form, set in the Event types’s Booking form section.
- Booking pages without Event types: The Booking form is selected in the Booking page’s Booking form section.
Skipping and prepopulating
It's not always necessary to collect Customer information as part of the scheduling process (for example, you may already have the data in your CRM). In these cases, the Booking form is typically skipped completely if you have all the data needed, or prepopulated if additional data is required. Prepopulated Booking forms work in private and public modes depending on the source of the prepopulation data. Learn more about prepopulated forms
Typical scenarios for skipping or prepopulating the Booking form include:
- Personalized links – When inviting an existing prospect or Customer to schedule, their information is known to you. Send them a Personalized link from Salesforce or Infusionsoft to save them the time of filling out redundant information. If you are not using our native CRM integration, you can create a Personalized link using URL parameters.
- Web form integration - The Customer filled out your web form, so their data is already available to you or stored in your CRM. This data can be passed to ScheduleOnce as parameters in the URL or as a CRM record ID (Salesforce or Infusionsoft).
- Login integration – When the Customer is authenticated in your app or portal, their identity is known to you. You can pass their CRM record ID (Salesforce or Infusionsoft) or parameters like name and email, and the Booking form will be skipped or prepopulated for them.
- Landing page – You send your Customer an email (possibly as part of a campaign) with a link to a landing page (any web page that offers scheduling). That email link is personalized with the Customer data (using URL parameters, Salesforce ID or Infusionsoft ID), and the data is passed to the landing page. The landing page allows the Customer to schedule and all their data is seamlessly passed on to ScheduleOnce, so they don’t need to refill known values.