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How do I use Custom Fields to collect extra visitor data in VeriScan?

Learn how to set up VeriScan Custom Fields to capture unique visitor information, manage active/required status toggles, and sync data-entry profiles to specific locations.

VeriScan allows you to collect tailored information during the check-in process—such as a visitor's car make, reason for visiting, or specific preferences—by using Custom Fields. This data is linked to the scan record and can be used for reporting, compliance, or marketing.

Table of Contents

Plan Requirements

How to Set Up Custom Fields

   Understanding Field Types

   Adding Individual Fields

   Creating Multiple Profiles

Managing & Editing Fields

App Behavior & Syncing

Required Field Enforcement

App Compatibility

Data Access & Integration

Future Roadmap

Plan Requirements

Custom Fields are an advanced feature available for the following plans:

  • Enterprise

  • ID Authentication

How to Set Up Custom Fields

To begin, navigate to the Custom Fields manager in the VeriScan Cloud Portal:

Settings > Custom Fields (https://veriscancloud.com/Settings/CustomFields)

1. Understand Your Field Types

Before adding fields, choose the data type that best fits your requirements to ensure clean and accurate data entry:

Field Type Description
String A simple text box for names, notes, or alphanumeric data.
Number Restricts input to integers only (no decimals).
Date Opens a calendar picker to ensure consistent date formatting.
Dropdown Forces the user to pick exactly one option from a pre-defined list.
MultCheck Allows users to check one or more boxes (ideal for "Interests" or "Agreements").

2. Adding Individual Fields

  1. Navigate to an existing profile or the default profile.

  2. Click the Add Field button.

  3. Name the field (e.g., "Vehicle Plate Number").

  4. Choose the Field Type from the table above.

  5. Turn the Is Active toggle ON.

  6. If the field must be filled before the check-in is complete, turn the Is Required toggle ON.

  7. Click Create to save.

  8. Repeat for each new field you wish to add to the profile.

3. Creating Multiple Profiles

If you need different sets of questions for different visitor types (e.g., "Contractors" vs. "VIPs"):

  1. Click the Create New button in the Custom Fields manager.

  2. Name the profile: This is the name that will appear in the "Select visitor type" dropdown in the VeriScan for Windows app.

  3. Assign Locations: Select which location(s) this specific profile applies to. This allows you to collect tailored data at a warehouse without affecting your retail store's workflow.

  4. Copy Existing Logic (Optional): Check "Copy fields from another profile" to use an existing setup as a template.

  5. Click Create to save.

 

Managing & Editing Fields

  • Editing: Click the pencil icon under the Edit column to modify an individual field's settings or name.

  • Deleting: Click the delete icon to remove a field.

    • If data has ever been saved for that field, you will see a confirmation pop-up.

    • You can check a box to "Delete all values from history" in addition to deleting the field. This is unchecked by default to preserve historical data.

App Behavior & Syncing

  • Visibility: Only fields toggled as Active will appear in the VeriScan app.

  • Required Fields: Any field marked as Is Required will be displayed with a red asterisk (*).

  • Syncing Settings: To force-sync portal changes to the VeriScan for Windows app immediately:

    1. Open the VeriScan for Windows app.

    2. Click the Refresh button (circular arrows) in the top bar.

    Preview of each field type in VeriScan for Windows

Required Field Enforcement (Windows Only)

To ensure data integrity, VeriScan for Windows includes built-in enforcement for required fields:

  • Hard Stop: If a field is marked as Required, the app will prevent the operator from scanning a new ID until the mandatory fields are completed. This ensures critical data—like a delivery dock number—is never missed.

Real-World Use Case: Warehouse Logistics

An operator scans a driver's ID and selects a "Disposition" profile:

  1. Admitted: The driver is cleared. A list of required fields appears (Truck #, Dock ID). The operator must fill these to move to the next scan.

  2. Turned Away: The driver is rejected. Only one simple text field appears: "Reason for Rejection."

App Compatibility

Feature Windows iOS Android
Multiple Profiles Full Support First Profile Only Not Supported
Required Enforcement Full (Hard Stop) Not Supported Not Supported
Profile Selection Manual Selection Auto-defaults to #1 Not Supported

Data Access & Integration

  • Webhooks: All custom field data is included in the standard real-time Webhook payload for CRM/ERP integration.

  • CSV Export: All collected custom data is available for download via the VeriScan History page in the portal.

Future Roadmap

We are currently working on:

  • Customizable Selection Prompts: Ability to change "Select visitor type" to a custom string (e.g., "Select Disposition").

  • Mobile Parity: Bringing multiple profile selection and required field enforcement to iOS and Android.

Note: For complex workflows requiring mandatory data entry and location-specific profiles, we strongly recommend using VeriScan for Windows.