Custom Fields are a core building block in essentry. They allow organizations to collect, store, and display structured information about guests, appointments, and visits; both during appointment creation and throughout the check-in process (online and on-premise).
Overview of Custom Field Types
essentry supports the following Custom Field types:
Single-line Text
Multi-line Text
Yes / No Question
Single Option from List
Multiple Options from List
Table with Multiple Rows
File Attachment for Download
Each type is explained in detail below.
1. Single-Line Text
Description
A simple text input field for short, unstructured information.
Common Use Cases
Vehicle license plate number
Badge name override
Phone number
Internal reference numbers
Equipment ID or delivery number
Example Setup
Title: License Plate Number
Type: Single-line Text
Appointment Visibility: Write optional at appointment creation
Guest Visibility: Both Online and On-Premise
Reception Section: Additional Information
How It Appears
As a single input line during online or kiosk check-in
2. Multi-line Text
Description
A larger text area for longer free-form input.
Common Use Cases
Visit purpose description
Safety-related notes
Internal comments for reception or security
Special access instructions
Example Setup
Title: Purpose of Visit
Type: Multi-line Text
Appointment Visibility: Write required at appointment creation
Reception Section: Guest
How It Appears
As a larger text box during appointment creation or online check-in
Displayed as formatted text in the Reception Detail View
3. Yes / No Question
Description
A boolean (true/false) field presented as a Yes/No choice.
Common Use Cases
“Requires escort?”
“Has safety briefing been completed?”
“Carrying hazardous materials?”
“IT access required?”
Example Setup
Title: Carrying hazardous materials?
Type: Yes / No Question
Guest Visibility: Both Online and On-Premise
Reception Section: Guest
How It Appears
As a Yes / No toggle or buttons for guests
Clearly visible in the Reception Detail View
Can be used in Check-in Flow conditions (e.g. route escorted visitors differently)
4. Single Option from List
Description
A dropdown where exactly one option can be selected.
Common Use Cases
Visitor type (Visitor, Contractor, Auditor)
Department being visited
Access level selection
Reason for visit (predefined)
Example Setup
Title: Visitor Type
Type: Single Option from List
Options: Visitor, Contractor, Auditor
Appointment Visibility: Write required
Reception Section: Guest
How It Appears
Dropdown menu during check-in
Clearly labeled value in Reception and Guest Log
5. Multiple Options from List
Description
Allows selecting one or more options from a predefined list.
Common Use Cases
Areas to be accessed
Equipment being brought onsite
Required services (IT support, lab access, training)
Safety acknowledgements
Example Setup
Title: Areas to Access
Type: Multiple Options from List
Options: Office, Lab, Data Center, Conference Room
Appointment Visibility: Write optional
Reception Section: Additional Information
How It Appears
As selectable tags or checkboxes
Multiple selections shown in Reception Detail View
6. Table with Multiple Rows
Description
A structured table that allows users to add multiple rows of data.
Common Use Cases
Equipment lists
Delivery contents
Tools brought by contractors
Vehicle fleets or shipments
Example Setup
Title: Equipment List
Type: Table with Multiple Rows
Columns:
Equipment Name (Text, Required)
Serial Number (Text, Optional)
Approved (Yes/No, Required)
Row Limit: Optional (e.g. 5 rows)
How It Appears
As a dynamic table where users can add rows
Each row stored and visible in Reception Detail View
Fully exportable
7. File Attachment for Download
Description
Allows users to upload files that can later be downloaded by staff.
Common Use Cases
Insurance certificates
Safety documents
Access approval letters
Work permits
Example Setup
Title: Insurance Certificate
Type: File Attachment for Download
Allowed Formats: PDF, DOCX, JPG
Guest Visibility: Online only
Deletion Policy: Optional automatic deletion after X days
How It Appears
Upload button during online check-in
Download link in the Reception Detail View
File included in audit exports
Important Configuration Notes
A Custom Field must be used in at least one Check-in Flow or Reception view to appear during appointment creation.
Options in list-based fields cannot be deleted once used, only deactivated.
Custom Fields can be referenced in:
Check-in Flow conditions
Automated actions
API integrations
Optional deletion policies help enforce data minimization and privacy compliance.
Summary
Custom Fields give essentry its flexibility:
They adapt the platform to your security, compliance, and operational needs
They enable automation, routing, and reporting
They ensure structured, auditable data collection
By selecting the right Custom Field type for each requirement, organizations can build highly efficient and compliant visitor workflows.
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