Data Fields

Data FieldsGeneral

Data fields (also known as Extra Fields or Additional Fields) are additional queries or pieces of information that can be collected during a transaction or stored in customer records. They are used to collect and reuse information consistently across all customers. This information can be stored, imported, exported, or even displayed on tickets.

Example Use Cases:

1. Adding a checkbox for newsletter subscription during checkout.

2. Collecting customer information for each individual ticket, not just the ticket purchaser's details.

3. Requesting an uploaded ID for ticket reservation.

4. Storing customer salutation and T-shirt size in the customer record.

5. And much more

Each data field can be displayed and stored in any format, allowing for pre-selection and better organization of information. The following data field types are available:

Data FieldsSetup

Data fields are created at the global level and can then be activated for specific purposes. This avoids redundant creation of data fields and allows for their general reuse.

1. Go to your settings and click on Data Fields.

2. Click on Add Field to create a new data field.

3. Select the desired field type.

4. Provide the necessary information and click Save.

Data FieldsCheckout & Ticket Data Fields

Data fields can be requested at either the ticket or checkout level. Consider whether you need the information for each purchased ticket or only once during the purchase. The distinction is explained below:

Checkout Data Fields: Requested only once during checkout and appear on the detail page where the ticket purchaser's personal data is required. Checkout data fields are then stored during the checkout process and can be exported or viewed through the "Checkouts" tab. The information from these data fields can also be saved in the customer record. Examples include newsletter subscriptions, birthdates, titles, and more.

Ticket Data Fields: Requested for each individual ticket after the transaction is complete. This post-checkout personalization ensures that the ticket purchaser doesn't spend too much time in the purchasing process and can complete further ticket personalization at their convenience. Ticket data fields are stored in each ticket and can be viewed through the "Tickets" tab. Examples include individual ticket holders' email addresses, meal preferences, personalization details, and more.

Activate for All Tickets

1. Follow the steps to create a data field.

2. Locate the desired event and open the event settings.

3. Click on Data & Personalization.

4. Choose whether you want to request the data field per ticket or per checkout by selecting the Tickets or Transactions tabs, respectively.

5. For ticket data fields, enable the option Request ticket extra fields for all tickets.

6. Click the "Activate" button for the field you want to enable. A blue drop-down menu will appear.

7. In this drop-down menu, choose whether the data field should be optional or required.

Activate for Specific Tickets

This option is only available for ticket data fields.

1. Follow the steps to activate a data field for the event.

2. Click on the desired data field in the event settings and select Edit. A new menu will appear.

3. Click on Only for specific tickets and add the tickets for which the data field should be requested.

4. Click "Save" in the pop-up window and then again in the event settings.

Display on Invoice

This option is only available for checkout data fields

1. Follow the steps to activate a data field for the event.

2. Click on the desired data field in the event settings and select Edit. A new menu will appear.

3. Enable the checkbox Save in the invoice.

4. Click Save in the pop-up window and then again in the event settings. The data field will be displayed on the invoice PDF.

Pro Tip: This feature is particularly useful for VAT numbers that need to be shown on invoices.

Display on Ticket

This option is only available for Ticket Data Fields.

It depends on whether you are using your own Ticket Template Design or the vivenu Print@Home Ticket Design. Both settings are described below.

vivenu Print@Home Ticket Design

1. Follow the steps to activate a Data Field in the Event.

2. Click on the desired Data Field in the Event settings to edit it. A new menu will open.

3. Enable the Display on PDF checkbox.

4. Click on Save in the window and also on Save in the Event settings. The Data Field will then be shown on the PDF Ticket.

Note: Due to space constraints, only a maximum of 6 Data Fields can be displayed on the vivenu Ticket Design.

Custom Ticket Template Design

1. Follow the steps to activate a Data Field in the Event and create a custom Ticket Template.

2. Go to the Settings module and select Templates.

3. Open the desired template.

4. Add a new text field using the toolbar.

5. Enter {{extraFields into the text field. A drop-down menu will appear, allowing you to select the available Data Fields.

6. Choose the Data Field you want to include.

7. Click Save and make sure the Ticket Template is activated for your desired events and tickets.

Data FieldsCustomer Data Fields

Activate for All Customers

1. Follow the steps to create a Data Field.

2. Go to the Settings module and select "Data Fields," then switch to the Customer tab.

3. Select Activate for the desired Data Field.

4. Click Save. The Data Fields will be stored in the customer record and can be filled manually, through imports, or transactions.

Save from Checkout

This option is only available for Checkout Data Fields.

1. Follow the steps to activate Customer Data Fields and Checkout Data Fields.

2. Click on the desired Data Field in the Event settings to edit it. A new menu will open.

3. Enable the Add to customer checkbox.

4. Click Save in the window and also on Save in the Event settings. The Customer Data Field will then be overwritten with the data provided in the Checkout Data Field.

Import

Data Fields can be imported to store individual customer information in customer records without the need for manual input. They can be imported for new or existing customer records.

To import Data Fields, the columns in your import file must be named in the following format: extraFields.slug

The Slug corresponds to the Data Field's Slug, which can be found in the Data Field's settings. It is marked with a # and always includes the name of the Data Field. The Slug should be provided in lowercase without the # in the import file.

Once you have prepared the import file, follow these steps to import the Data Fields:

1. Go to the Customers module and click on the Import button. A new window will open.

2. Choose the Select button to upload the import file. Additional settings will unfold.

3. Activate the Add data fields checkbox to upload Data Fields from your import file.

4. Connect the fields in your CSV file with the internal fields. If the fields in your CSV file have the same names, the mapping will be done automatically.

5. Click Import to start the import process. You will be automatically redirected to the Jobs module.

Data FieldsConditional Data Fields

With conditional Data Fields, you can define that certain Data Fields are only displayed in the checkout or ticket query when previous Data Fields have been filled in a certain way. Conditions can be activated based on a single Data Field or a combination of multiple Data Fields.

Note: Only Data Fields with Checkbox or Selection can be used as conditions. The type of Data Field that appears when the condition is met is flexible.

Example Use Cases:

1. If the newsletter checkbox is accepted, an additional selection of checkboxes will appear for selecting areas of interest.

2. If the favorite artist is selected, a text field will appear to explain the choice.

3. If allergies are specified, an additional selection of additional dishes will appear.

4. And more

Setup

Data Field conditions are defined at the event level. Follow these steps to set them up:

1. Follow the steps to activate a Data Field in the Event.

2. Click on the desired Data Field in the Event settings that should only appear when a specific condition is met. Click on Edit to open a new menu.

3. Choose Add for conditions.

4. In the first drop-down menu, select the Data Field that should represent the condition. Note that only activated Data Fields with the type Checkbox or Selection can be used.

5. In the second and third drop-down menus, select the conditions that must be met for this Data Field. The third drop-down menu only appears for Selection Data Fields.

6. Click Save in the window and also on Save in the Event settings.