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Operational fields & access codes

Operational fields store fulfillment details on each booking — personal access codes, locker numbers, equipment IDs — and deliver them to customers automatically. Set them up in Settings → Business Setup → Settings under Booking operational fields.

Each value is saved with the booking itself, so later setting changes never rewrite history.

Add a field​

Choose Add an operational field and set:

  • Field name — shown to staff (for example "Personal Access Code"). Customers see it above the code when it's delivered to them.
  • Internal description — a private note for your team.
  • Customer template key — a short machine name used to insert the value into messages: {{booking.key}} in email templates and {booking.key} in SMS templates.

Value type​

  • Generated access code — Slotted creates the code securely.
  • Manual text — a staff member types the value on the booking.

For generated codes, choose the code length (3–12, default 4), the format (Numbers only, Uppercase letters, or Numbers and uppercase letters — letter codes omit I, L, O, and U to avoid mix-ups), and when the code is generated: automatically when the booking is created, or manually by staff.

Delivering to customers​

Staff always see the value on the booking. To share it with the customer:

  • Tick Include in customer communications (off means Internal only).
  • Choose when it's sent — only when you add its template tag to a message, Right away with the booking confirmation, or 1 hour before with the booking reminder.
  • Choose the format — Plain text, Barcode (for scanners), or QR code (for phone cameras). Barcode and QR payloads always include the access code and can also carry the booking reference, customer name, service, and start time.

The form shows a live preview of the pass card the customer receives.

Where values are filled in​

Customers never fill these in. Staff assign values on the booking itself — typing manual text, assigning manual codes, or letting Slotted generate the code at booking time. Changes to a field's settings apply to future bookings only.