Overview
Digital Documents support dynamic fields that automatically populate information from a booking and allow customers to enter additional information while completing a document.
This article explains merge fields, input fields, and other advanced document features.
Merge Fields
Merge fields automatically insert information from the booking into your document.
Examples include:
- Customer Name
- Order Number
- Rental Date
- Location Information
For a complete list of supported merge fields, see: Variable Keywords for Email and Print Templates
Minor Participants Merge Field
If Minor Participants are enabled, you can automatically display information for every minor added during registration to a waiver or agreement.
Include the following merge field within your document:
${participant.minors}
This will display:
- Minor Name
- Phone Number (if enabled)
- Email Address (if enabled)
- Date of Birth (If enabled)
Important
If Minor Participants are enabled but this merge field is not included, the completed document will not display any minor information.
Section of a Liability Waiver with Minor Merge Field added
Input Fields
Digital Documents support interactive fields that customers complete while signing.
Available field types include:
| Field | Parameter | Purpose |
|---|---|---|
| Text Field | ${textfield} | Free-form text |
| Checkbox | ${checkboxfield} | Acknowledge a statement |
| Radio Button Group | ${radiobuttongroupfield} | Choose one option |
| Select List | ${selectfield} | Dropdown list |
| Date Field | ${datefield} | Select or enter a date |
| Initial Field | ${initailfield} | Capture initials |
| Signature Field | ${signaturefield} | Additional signatures within the document |
Section of a Rental Agreement with Merge and Input Fields added
Field Parameters
Each input field supports additional parameters.
Common parameters include:
- name
- label
- required
- value
- options
These parameters determine how the field behaves.
Advanced Examples
Required Initial Field
${initialfield(name="agreement_initials" required="true" label="Initials")}
Required State Dropdown
${selectfield(name="state" label="Select State" required="true" options="Arkansas|Florida|Maine|New York")}
Date Field
${datefield(name="birthdate" label="Birthdate" value="2026-06-30")}
Best Practices for Creating User-Friendly Documents
Digital Documents allow you to create highly customized forms using merge fields, input fields, checkboxes, initials, and signatures. While these features provide flexibility, it's important to keep the customer experience in mind.
A document that is quick and easy to complete is more likely to be finished correctly and with fewer questions or abandoned registrations.
Keep Documents Simple
Only include interactive fields when they serve a clear purpose.
For example:
- Use merge fields to automatically populate booking information instead of asking customers to enter information that's already available.
- Use checkboxes only when a customer must explicitly acknowledge an important policy or requirement.
- Use text fields only when additional information is necessary.
- Use initial fields sparingly. Requiring customers to initial every section of a waiver or agreement can make the document feel unnecessarily long and cumbersome.
The Signature Is the Most Important Step
For most waivers and agreements, the customer's electronic signature is the primary acknowledgement that they have read and accepted the document.
In many cases, adding numerous required initials, checkboxes, or additional signatures provides little additional value while making the document more difficult to complete.
Consider the Customer Experience
Before publishing your document, review it from the customer's perspective.
Ask yourself:
- Is every required field necessary?
- Can any information be merged automatically instead of entered manually?
- Are there too many initials or acknowledgements?
- Can the document be simplified without sacrificing important legal or operational requirements?
A streamlined document helps customers complete the registration process more quickly, reduces frustration, and can lead to a better overall booking experience.
Tip: After creating a document, complete it yourself using a test reservation. This is one of the best ways to identify unnecessary fields and opportunities to simplify the customer experience.
Need Help with Advanced Features?
Digital Documents offer a wide range of customization options, but you don't have to figure everything out on your own.
If you need assistance with merge fields, input fields, document layout, or configuring more advanced features, the BookingCentral Support Team is happy to help. Whether you're creating your first Digital Document or customizing a complex agreement, we can answer your questions, review your configuration, and help ensure your documents function as intended.
Tip: If you're unsure whether an advanced feature is necessary, it's often best to start with a simpler document and add additional functionality only as needed. A clean, easy-to-complete document typically provides the best experience for your customers.
Related Articles:
Waivers & Agreements (Digital Documents) Overview