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:
| Type | Description | Use Case | |------|-------------|----------| | Text | Single-line text input | License plate,
badge ID, reference number | | Text Area | Multi-line text input | Notes, special instructions, equipment list | |
Number | Numeric input only | Floor number, party size, duration | | Dropdown | Select one option from a list |
Department, building, visitor category | | Multi-Select | Select multiple options from a list | Areas to access, safety
certifications | | Checkbox | Yes/No toggle | "Bringing laptop?", "Requires escort?" | | Date | Date picker | Project
start date, permit expiry | | Time | Time picker | Expected departure time | | Date & Time | Combined date and time
picker | Appointment time | | Email | Email input with validation | Secondary contact email | | Phone | Phone number
with formatting | Emergency contact | | File Upload | Upload a document or image | Insurance certificate, work permit |
| Signature | Signature capture pad | Additional signatures beyond NDA |
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
| Issue | Solution | |-------|----------| | Custom field not appearing on kiosk | Check the Visibility settings — ensure
Kiosk Mode is toggled on. | | Conditional field always showing | Verify the condition references the correct field name
and value. Test by changing the triggering field. | | File upload failing | Check that the file type is in the allowed
list and the file size is under the maximum limit. | | Custom field data missing from reports | Ensure Reports is
toggled on in the field's Visibility settings. | | API not returning custom fields | Ensure API is toggled on in the
field's Visibility settings. | | Dropdown options not saving | Ensure each option has a unique label. Duplicate labels
are not allowed. |
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.