Attach Custom Fields to Services

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Attach Custom Fields to Services

Attach Custom Fields to ServicesCustom fields are additional service questions, options, and add-ons you use to collect the details needed to quote and deliver a job correctly. To show the right questions for the right service, you must link (assign) custom fields to services.

What linking custom fields to services is used for

  • Accurate job scoping: collect site details, requirements, access notes, measurements, preferences, and photos upfront.
  • Better quoting: selections can optionally add extra cost and/or extra duration when configured.
  • Cleaner operations: admins and fieldworkers see the service requirements clearly on the job record.
  • Faster booking flow: customers only see the questions that apply to the service they selected.

Where custom fields will appear

  • Customer Portal / Branded App: customers answer custom fields during online booking.
  • Admin Portal: admins see and complete custom fields when creating/editing bookings, quotes, or inquiries manually.
  • Fieldworker App: fieldworkers can review answers before and during the job.

How linking works (important)

Custom fields and services have a many-to-many relationship:

  • You can link multiple custom fields to one service.
  • You can link the same custom field to multiple services (recommended for reuse and consistency).

Tip: Build a reusable library of fields such as “Access instructions”, “Parking”, “Pets on site”, “Before/after photos”, then link them only where needed.

Before you start (recommended)

  • Make sure the service exists (or create it first).
  • Create your custom fields first (or create them from inside the service editor).
  • Decide whether each field should be required and whether it should be visible to customers and/or shown on invoices.

Key custom field settings (quick explanation)

  • Field label: what users see (can be a question like “Specify your car’s make and model”).
  • Field ID: internal unique identifier (useful when labels are similar).
  • Helper text: short guidance shown with the field to improve answer quality.
  • Mandatory (Required): users must answer to continue.
  • Visibility controls: hide fields from Customer Portal/Branded App or inquiry-only forms when needed.
  • Invoice visibility: you can hide booking-only fields from invoice breakdown using Hidden from invoice breakdown.
  • Searchable: enable only for fields you need to search/report by (e.g., vehicle rego, serial number).

How to link custom fields to services (3 methods)

The screenshots on the OctopusPro help pages show the exact buttons and pop-ups you will see in the admin portal.

Method 1: Bulk link from the Custom Fields list (best for reuse)

Use when: you already created the custom field and want to link it to one or more services.

  1. Go to Settings ▸ Service Settings ▸ Custom Fields.
  2. Tick the checkbox beside the custom field you want to link.
  3. Click Connect to services (in some accounts it may appear as Assign a custom field to a service).
  4. In the pop-up window, select the service(s) you want to link.
  5. Click Save.

Edit later: Use the option on the field row (for example Modify Services) to add/remove linked services, then save.

Method 2: Create a new custom field from a service (Add/Edit Service)

Use when: you’re configuring a service and want to create brand-new questions at the same time.

  1. Go to Settings ▸ Service Settings ▸ Services.
  2. Click Edit beside the service.
  3. Open the Custom Fields step/tab.
  4. Click Add New and choose Create new custom field.
  5. Complete the field setup and click Save.
  6. Save the service changes.

Method 3: Add an existing custom field from a service (Add/Edit Service)

Use when: you want to reuse an existing field on this service.

  1. Go to Settings ▸ Service Settings ▸ Services.
  2. Click Edit beside the service.
  3. Open the Custom Fields step/tab.
  4. Click Add New and choose Add existing custom field.
  5. Select the field from the pop-up list and click Add.
  6. An Edit custom field pop-up may appear—review settings and save.
  7. Save the service changes.

Improve the booking flow with Custom Field Groups (multi-step booking forms)

If a service has many questions, you can split them into multiple steps in the Customer Portal/Branded App. This makes the form easier to complete (especially on mobile).

Create a Custom Field Group

  1. Go to Settings ▸ Service Settings ▸ Custom Fields.
  2. Select the fields you want to include in one step.
  3. Click Manage Groups → Create a new Group.
  4. Set:
    • Group label: step title (e.g., “Site details”).
    • Helper text (optional): short guidance line.
    • Fields: confirm which fields belong to this group.
  5. Click Save.

Edit a group

  1. Go to Settings ▸ Service Settings ▸ Services.
  2. Open the Custom Field Groups tab.
  3. Click Edit, update, then click Update.

Use Dependent Custom Fields (conditional logic)

Dependent fields (conditional logic) display follow-up questions only when a specific answer is selected. This keeps booking forms short and relevant.

How to configure dependent fields

  1. Go to Settings ▸ Service Settings ▸ Services ▸ Custom Fields.
  2. Edit the parent field.
  3. Under the option you want to branch from, click + Add dependent field.
  4. Select the follow-up field from the dropdown.
  5. (Optional) configure Price Adjustment and/or Extra Duration that applies when the dependent field is triggered.
  6. Save.

Pricing transparency options (Customer Portal)

Option A: Show custom field add-on pricing on the service view page (optional)

This displays a pricing list for custom field add-ons on the service view page in the Customer Portal before the customer starts booking.

  1. Go to Settings ▸ Customer Portal ▸ Flags & Permissions.
  2. Enable: Display pricing of custom fields added to each service on the service view page.
  3. Save.

Important: The custom field itself must also be configured to allow pricing to display on the service view page (toggle must be enabled inside the custom field settings).

Option B: Show the full service and custom field pricing structure to customers (optional)

This allows customers to view the full pricing list of the service they are going to book.

  1. Go to Settings ▸ Customer Portal ▸ Flags & Permissions.
  2. Enable: Display service and custom field pricing structure to customers.
  3. Save.

Fieldworker eligibility (optional, but recommended if you filter jobs by options)

If you use custom field options to control which fieldworkers are eligible for certain work (skills-based scheduling, auto-dispatch, preferences), ensure the relevant custom field values are enabled for fieldworkers where applicable.

  • You can enable custom fields (and their values) for all fieldworkers from Service Settings after creating or editing a custom field.
  • You can also edit a specific fieldworker’s allowed values for a service from the fieldworker profile (service provided → edit custom field values).

Troubleshooting

  • Field not showing in booking: confirm the field is linked to the exact service selected and not hidden from the Customer Portal/Branded App.
  • Field shows on the wrong service: remove it using Modify Services (or the service’s Custom Fields tab).
  • Pricing list not showing on service view page: confirm the Customer Portal flag is enabled AND the custom field is configured to display pricing on the service view page.
  • Field not appearing on invoices: check whether Hidden from invoice breakdown is enabled for that custom field.
  • Too many questions: use Custom Field Groups (multi-step) and Dependent fields (conditional logic).

Related guides

For more walkthroughs, visit the OctopusPro User Guide and subscribe to the OctopusPro YouTube channel.

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