Single-Line Text (Short Text) Custom Field

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Single-Line Text (Short Text) Custom Field

The Single-Line Text (also called Short Text) custom field lets you collect a short, single-row answer from customers, admins, or fieldworkers—such as a gate code, model number, promo code, unit number, or pet breed.

Single-Line Text (Short Text) Custom Field overview in OctopusPro

You can add this field to:

  • Services & bookings (service-specific questions that appear during booking/quoting and in booking details)
  • Website lead capture forms (capture key info upfront from prospects)
  • Customer profiles (CRM) (store reusable customer data for future jobs)
  • Fieldworker profiles (store staff/contractor details that help with dispatch and operations)
  • Forms & checklists (for internal job reporting—note: checklist fields don’t affect pricing)

If you want the customer’s answer to change pricing or service duration, you can enable Apply Price & Duration Adjustments and use the field as a numeric input (e.g., “Area (m²)”, “Number of rooms”, “Extra units”).

Quick navigation

What this field is

A Single-Line Text field is a one-row input designed for short answers. It’s ideal when users should enter a compact value (letters, numbers, or a mix) without writing a paragraph.

If you need customers to enter longer notes (multiple lines), use the Paragraph / Long Text custom field.

Long Text (Paragraph) Custom Field overview: definition, display settings, configurable attributes, and industry examples

Best use cases & examples

Here are common real-world examples of how businesses use a short text field:

Example label Example input Why it’s useful
Gate / Access code #1234 Helps technicians access the property without calling the customer.
Unit / Apartment number Unit 12B Reduces failed arrivals and clarifies job location details.
Promo / Referral code SPRING24 Track marketing campaigns or apply special offers.
Model / Serial number XJ-550A Ensures the right parts/tools are prepared before the visit.
Area (m²) (numeric) 85 Can automatically adjust pricing and add time based on quantity.

What it looks like

Customers and staff will see a simple single-row input field with your label (and optional helper text).

Example of a Single-Line Text custom field input

Create & configure the field

To create a Single-Line Text (Short Text) custom field:

  1. Go to Settings > Service Settings > Custom Fields.
  2. Click Create New (or Add Custom Field).
  3. Set Field Type to Single-Line text (short text).
  4. Enter a clear Label (e.g., “Gate code”, “Model”, “Promo code”).
  5. Set an Internal ID (a unique identifier used internally for consistency and reporting).
  6. (Optional) Add helper text to reduce errors (e.g., “Enter digits only”, “Include the # symbol if applicable”).
  7. (Optional) Mark it as Required if the booking cannot proceed without it.
  8. Click Save.

Single-Line Text custom field settings including Apply Price & Duration Adjustments

Optional: price & duration adjustments (numeric input)

If you want the entered value to impact the booking total and/or estimated duration, enable Apply Price & Duration Adjustments. This is commonly used for unit-based services (e.g., m², number of rooms, number of items).

Common setup examples:

  • Per-unit surcharge: “Area (m²)” × $X per unit
  • Extra time per unit: add X minutes per entered unit (improves scheduling accuracy)
  • Quantity discount tiers: reduce the per-unit price when the entered value reaches certain thresholds

Important: When using this field for pricing/time, the value should be numeric. If you want to enforce numeric-only input more strictly, consider using the Number Stepper (Quantity) custom field instead.

Applying custom fields across the system

Attach the field to services, widgets, or profiles

Attach to a service (booking/quote questions)

To show this field when a customer books a specific service (and when admins create quotes/bookings with that service):

  1. Open the service you want to update.
  2. Locate the Custom Fields section.
  3. Select your Single-Line Text field and save.

Attach Custom Fields to Services

Learn more: Attach Custom Fields to Services.

Use in your website lead capture form

You can also add this field to your embedded inquiry/lead capture form to collect important details upfront.

Learn more: Website Lead Capture Form.

Use in customer and fieldworker profiles (CRM)

Single-line text fields are great for storing reusable identifiers on profiles (e.g., customer account number, preferred entry code, fieldworker license plate).

Customer Profile Customization using Custom Fields

Fieldworker profile customization using custom fields (overview)

Where the field appears (Admin, Fieldworker, Customer)

Admin view (creating/editing a booking)

Admins will see the field inside the service section when creating or editing a booking that includes the service.

Admin view: Single-Line Text custom field when creating a booking

Fieldworker app

Fieldworkers can view (and edit, if permitted) the value from the job in the mobile app.

Fieldworker app: entering a Single-Line Text custom field value

Customer portal / online booking

Customers can enter the value during checkout (if enabled for the portal), and it will be saved with the booking.

Customer portal: Single-Line Text custom field during online booking checkout

Reporting, search & exports

Because this field stores structured text (or numbers), you can use it in everyday admin workflows:

  • Search & filters: quickly find bookings/customers by identifiers (e.g., promo code, model, account number).
  • Exports: include custom field columns in CSV exports for analysis and reporting.
  • Consistency: standard labels and helper text improve data quality over time.

Tips & best practices

  • Use clear labels: “Gate code” is better than “Code”.
  • Add helper text when needed: e.g., “Numbers only” or “Include any dashes”.
  • Don’t collect sensitive data: avoid passwords, credit card details, or highly sensitive personal info in custom fields.
  • Use the right field type: for longer notes use Paragraph / Long Text; for numeric-only quantity input use Number Stepper; for yes/no use Toggle Switch.
  • Group and streamline forms: combine related questions using Custom Field Groups and show/hide follow-up questions with Dependent Custom Fields (Conditional Logic).
    Custom field dependency and conditional logic diagram
    Custom Field Groups - split long booking forms into quick steps

Troubleshooting & FAQs

Why can’t I see the field in the booking form or customer portal?
  • Confirm the field is attached to the service (service-level custom fields only appear when that service is selected).
  • Check the field’s visibility settings (Admin / Customer Portal / Fieldworker / Widget).
  • If you’re using the website inquiry form, confirm the field is enabled for your lead capture form.
Why isn’t the price or duration changing?
  • Make sure Apply Price & Duration Adjustments is enabled.
  • Use numeric values for quantity-based pricing/time adjustments (e.g., 85 not “85m2”).
  • If you want a more guided numeric input, use the Number Stepper field type.
How do I standardize date/time formats across my account?

If your short text field is being used to capture time/date manually, it’s usually better to use dedicated pickers or standardize your account settings. Learn more: Date & Time Configuration.

Can I use this field in forms & checklists?

Yes. Forms & checklists are best for internal reporting and job documentation. Learn more: Forms & Checklists Overview and Forms & Checklists Field Types.

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