Stop keeping side notes in a spreadsheet. Add your own fields to every reservation. Give a value to the whole stay or to some nights, then send it to the guest in a flow message.
Open Settings, then the Custom fields tab. You need the Organization settings permission. Owners and administrators have it.
- Select
Add field. - Type a
Label, such asResort confirmation number. The label can have up to 80 characters. - Check the
Key. Supahost makes it from the label. Messages use the key, so the key cannot change after you save. - Under
Filled by, selectYour teamorA connection, such as Rentshare. - Select a
Typefor a field that your team fills:Text,Number,Date, orYes or no. - Select
Add field.
A key has lower-case letters, digits, and underscores. It starts with a letter and has up to 40 characters. Two active fields cannot use the same key.
A workspace can have up to 50 active fields. A field that a connection fills always holds text.
Select the pencil beside a field to rename it. The key and the type stay as you saved them, so the values that you entered keep their meaning.
Select the trash icon to remove a field. Reservations stop showing it. Supahost keeps the values in history, but nobody sees them.
- A removed field frees its key. If you add a new field with the same key, flows that use the key read the new field.
- A flow draft that uses a removed field shows an error beside the step. You cannot publish it until you add the field again or pick other data.
- A flow that is already live keeps running. Its message steps stop at that step and send nothing.
- If Rentshare fills the field that you remove, Rentshare turns off.
Open a reservation. The Custom fields section is below the notes. A field with no value shows Not set. You need the Reservations permission to enter or change a value.
- Select
Addbeside the field. - Type the value. A number field takes a number, and a date field takes a date. A yes or no field has a switch.
- To give the value to part of the stay only, turn on
Some nights only. Then setFirst nightandEnds on (check-out day). - Select
Save value.
Leave a date empty for an open end. With both dates empty, the value covers the whole stay. A value can have up to 500 characters.
Values for some nights
A stay split across two resort bookings can keep a confirmation number for each part. The end date is the check-out day of that part, so it does not count as a night. A value from 1 March to 4 March covers the nights of 1, 2, and 3 March.
- A value for some nights wins over the whole-stay value on those nights.
- Two values for the same field cannot cover the same night.
- A field can have one whole-stay value on each reservation.
- The dates must stay inside the stay.
- On the day that one part ends and the next part starts, the next part applies.
Send each guest their own details without typing them. In a flow step, open Insert a variable, then search Data to insert for the field label. Custom fields show as Custom field and the label. Supahost puts {{reservation.custom.<key>}} in the message, for example {{reservation.custom.resort_confirmation_number}}.
A message uses the value for the night that it is about:
- A check-out message uses the last night of the stay.
- Any other message uses the night of the day that the step writes it, in the property time zone. This is also true after a delay or a wait.
- Before arrival, that is the first night. After departure, that is the last night.
- On the switch day of a continued stay, a message uses the new part of the stay.
- A test uses the day of its sample or past event.
A yes or no value reads Yes or No in a message. A date reads as YYYY-MM-DD.
When the value is missing
Supahost never sends a message with an empty gap in place of the number. If the reservation has no value for that night, the step stops before it sends or changes anything. The run fails, and the run history tells you which field is missing.
- Add the value on the reservation.
- Open the failed run in the flow run history.
- Select
Replay run. The run continues from the step that failed and reads the value again.
A replay is available for 7 days after the failure, up to 3 times for each run. The flow must still be live on the same version. If you have flow alerts on, a live run that fails also sends you an alert.
Conditions on a custom field
A condition does not stop the run when the value is missing. The value counts as empty. So equals is false and not equals is true. Check the field with is empty before you branch on it.
Every custom value is text in a condition. Compare a yes or no field with Yes or No, not with true or false.
A number field is text in a condition too. You cannot use greater than, less than, or between on it. With equals, compare it with text, such as 2, not with a number.