In this help article, we'll show you how to automatically transfer custom fields (Custom Values) from your forms to your calendar entries. This feature is particularly useful for displaying all important information about an appointment directly in the calendar – both for you and your customers.
For a visual guide, check out our detailed tutorial:
Navigate to your calendar in Refocusly
Select the appropriate calendar (e.g., "Catering Request")
Open the calendar settings
In the calendar, you'll find a field called "Additional Notes" in the lower section. Here you can specify which custom fields from your form should be included in the calendar entry.
Go to "Custom Fields"
Review your form to see which fields you want to include in the calendar
Typical fields include:
Type of event
Event date
Start time
End time
Location
Selected packages
Method 1: Manual Copying
Copy the name of the field you want to display
Paste it into the "Additional Notes" field
Format it with a colon, e.g., "Event date: [value]"
Repeat this process for all desired fields
Method 2: Faster Method with AI Assistance
Copy all field names from your form
Use ChatGPT or a similar AI tool
Ask the tool to create a list with "Field name: [value]"
Copy the result and paste it into the "Additional Notes" field
Remove unwanted fields as needed
Save the changes in your calendar settings
Test the function by filling out a form
Verify that the desired information is correctly displayed in the calendar entry
Better Organization: All important information at a glance
Time Savings: No more manual data transfer needed
Professional Customer Service: Customers automatically receive complete appointment confirmations
Clarity: Important details are visible directly in the calendar
Team Coordination: All team members with calendar access see the relevant information
Q: Will the information also be displayed in external calendars (Google, Outlook)? A: Yes, the custom fields are inserted into the description of the appointment and are therefore also visible in external calendars.
Q: Can I change the order of the displayed fields? A: Yes, you can adjust the order in the "Additional Notes" field as you wish.
Q: Are changes to the form automatically updated in the calendar? A: When a customer or you make changes to the form, these will also be updated in the calendar when the appointment is updated.
If you have any further questions or issues, please contact our support. We're happy to help!
Tags: #Calendar #Forms #CustomValues #AppointmentManagement #Automation
