Additional community information

In the admin settings, it is possible to create additional fields which must be filled in by the user before confirming a room booking or catering order. The most common additional fields are project number and cost center for invoicing. This additional information is attached to the order and it can also transmitted to external systems via integration. Additional information can also be used to define, for example, an NDA for the visitor management device, which the guest must accept when registering.

In the example below, the additional information to be filled in for a catering order is Cost Center and Project Number. The user must add both details for invoicing before confirming the order.


Picture 1. Additional community information.

Managing additional community information

Additional community information can be managed on RESERVE at https://reserve.taitori.fi.

1. First, log in with your admin account and go to SETTINGS --> Communities.
2. Then select the community you want to edit.
3. Click Change at the bottom of the page and click Additional information. You can now edit and define new additional information.

Add new fields for additional community information

Picture 2. A snippet from the settings.

1. Name additional information, e.g. costcenter. (This will not be visible to the end user, the name is an in-system indentifier). NOTE! Only small letters. Do not use Scandinavian letters, space or special characters).
2. Select the type of additional information:
   • Selection. Select Selection if the user needs to select a specific option from a drop-down menu. The options are added below.
   • Text field. Select Text field if the user needs to enter short additional information, such as a project number.
   • Text area. Select Text area if the user needs to enter long additional information.
   • Approval. Select Approval if the user needs to accept, for example, an NDA when logging in with the visitor management device.
3. Select whether this additional information is editable. If you want the user to fill in the field themselves, select Yes.
4. Select whether this additional information is mandatory. The user will not be able to complete the reservation if the field is not filled.
5. Select whether this additional information is hidden. In this case, the additional information will not be visible to the user in Taitori app, but the information is still exported to the billing material. Usually this is used for integrations.
6. Select whether this additional information is always displayed. This means that the field will be displayed even if the order isn't billable (doesn't cost anything).
7. In the Description section, add the title and the description. These appear to the user in Taitori App. For example, the title could be Cost Center and the description could be an instruction (check Picture 1).
8. Add Options if necessary. If the user must select an option from a drop-down menu, add the options here. Check the example below.
   
   If the type of the field is text field or text area, the text added to Options will be pre-filled for the user in Taitori App.
9. Save.