Custom Fields & Form Builder

Custom Fields & Form Builder

Every organization collects different information during visitor check-in. While KyberAccess includes standard fields like name, email, and company, you may need to capture additional data specific to your facility — vehicle license plates, laptop serial numbers, safety certifications, or escort requirements.

The Custom Fields & Form Builder lets you add unlimited custom fields to your check-in form, configure validation rules, and organize fields into logical sections.

Accessing the Form Builder

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Navigate to Settings from the left sidebar.
3. Click Custom Fields under the Configuration section.
4. The Form Builder interface displays all current fields — both standard (built-in) and custom (user-created).

Understanding Standard vs. Custom Fields

Standard Fields

These fields are built into KyberAccess and cannot be deleted, but most can be toggled on/off or set to required/optional:

• First Name (always required, cannot be disabled)
• Last Name (always required, cannot be disabled)
• Email — Toggle: Required / Optional / Hidden
• Phone Number — Toggle: Required / Optional / Hidden
• Company — Toggle: Required / Optional / Hidden
• Purpose of Visit — Toggle: Required / Optional / Hidden (dropdown with customizable options)
• Host — Toggle: Required / Optional

Custom Fields

These are fields you create to collect additional information. They appear in the check-in form, visitor records, reports, and can be included in badge designs.

Creating a Custom Field

1. In the Form Builder, click + Add Custom Field.
2. Configure the field properties:

Field Name

Enter a descriptive label (e.g., "Vehicle License Plate", "Floor/Suite Number", "Equipment Being Brought In").

Field Type

Choose from the following types:

Validation

• Required — Toggle whether the field must be filled in during check-in
• Min/Max Length — For text fields, set character limits
• Pattern — For text fields, enter a regex pattern (e.g., ^[A-Z]{3}-\d{4}$ for a license plate format)
• Min/Max Value — For number fields, set range limits
• Allowed File Types — For file uploads, specify accepted formats (e.g., PDF, JPG, PNG)
• Max File Size — For file uploads, set maximum size (default: 10 MB)

Options (for Dropdown and Multi-Select)

1. Click + Add Option to add each choice.
2. Enter the option label.
3. Optionally set a default selected option.
4. Drag options to reorder them.
5. Click Save.

Organizing Fields

Field Sections

Group related custom fields into sections for a cleaner check-in experience:

1. Click + Add Section in the Form Builder.
2. Enter a section name (e.g., "Vehicle Information", "IT Equipment", "Safety").
3. Drag custom fields into the section.
4. Sections appear as collapsible groups in the check-in form.

Reordering Fields

1. Click and drag the handle (≡) next to any field.
2. Move it to the desired position.
3. Fields within sections can be reordered independently.
4. Changes auto-save after reordering.

Conditional Fields

Show or hide custom fields based on answers to other questions:

1. Click on a custom field and select the Conditions tab.
2. Click + Add Condition.
3. Configure the rule:
   • If [field name] equals / not equals / contains / is empty [value]
   • Example: If "Purpose of Visit" equals "Contractor", show "Insurance Certificate" (file upload)
   • Example: If "Bringing Vehicle" checkbox is checked, show "Vehicle License Plate" (text)
4. Multiple conditions can be combined with AND / OR logic.
5. Click Save.

Tip: Conditional fields keep the check-in form short for most visitors while collecting extra data when needed.

Field Visibility Settings

Control where each custom field appears:

1. Click on a custom field and select the Visibility tab.
2. Toggle each option:
   • Check-In Form — Show on the check-in form (front desk and kiosk)
   • Kiosk Mode — Show specifically on kiosk check-in (can differ from front desk)
   • Pre-Registration Form — Show when pre-registering a visitor
   • Visitor Record — Display in the visitor's detail view
   • Reports — Include in report exports
   • Badge — Print on the visitor badge
   • API — Include in API responses
3. Click Save.

Note: Some fields may be relevant for front desk staff but not appropriate for the self-service kiosk (e.g., internal notes).

Pre-Populating Fields

Custom fields can be pre-populated for returning visitors:

1. Click on a custom field and enable Remember for Returning Visitors.
2. When a returning visitor checks in, KyberAccess recognizes them and pre-fills this field with their previous value.
3. The visitor can update the value if needed.

This is especially useful for fields like "Company" or "Vehicle License Plate" that rarely change.

Location-Specific Fields

For multi-location organizations, custom fields can be configured per location:

1. Click on a custom field and select the Locations tab.
2. Choose which locations should display this field:
   • All Locations — Field appears everywhere
   • Specific Locations — Check only the locations that need this field
3. Click Save.

Example: A manufacturing facility might need a "Safety Orientation Completed" checkbox, while the corporate office does not.

Importing and Exporting Field Configurations

To replicate your custom field setup across locations or accounts:

Exporting

1. In the Form Builder, click Export Configuration.
2. A JSON file downloads containing all custom field definitions, sections, conditions, and visibility settings.

Importing

1. Click Import Configuration.
2. Upload the JSON file.
3. Review the preview showing which fields will be created.
4. Click Import to apply.

Note: Import does not overwrite existing fields. Duplicate field names are appended with a number.

Custom Fields in Reports

Custom fields are available as report columns:

1. When generating a report, click the Columns button.
2. Custom fields appear under a Custom Fields section in the column picker.
3. Check the fields you want to include.
4. Custom field data is included in CSV and PDF exports.

Custom Fields via API

Custom fields are accessible through the KyberAccess API:

Reading Custom Fields

GET /api/v1/visitors/vis_abc123

Custom fields appear in the custom_fields object:

{
  "custom_fields": {
    "vehicle_plate": "ABC-1234",
    "floor_number": 5,
    "bringing_laptop": true
  }
}

Setting Custom Fields During Check-In

POST /api/v1/visitors/check-in

Include custom fields in the request body:

{
  "first_name": "Jane",
  "last_name": "Smith",
  "host_id": "usr_xyz789",
  "custom_fields": {
    "vehicle_plate": "ABC-1234",
    "floor_number": 5
  }
}

Listing Custom Field Definitions

GET /api/v1/custom-fields

Returns all configured custom field definitions with their types, validation rules, and options.

Troubleshooting

Best Practices

• Keep it minimal — Only add fields you actually need. Every additional field slows down the check-in process.
• Use conditional logic — Show extra fields only when relevant to reduce form length for most visitors.
• Use dropdown over free text — When possible, use dropdowns for consistent, searchable data.
• Name fields clearly — Use descriptive labels visitors will understand without additional explanation.
• Review fields quarterly — Remove fields that are no longer being used or analyzed.
• Test on the kiosk — Ensure custom fields work well on touchscreens, especially file uploads and signature fields.