What are Custom fields?
Custom fields allow company administrators and travel managers to collect additional business-specific information for trips and orders in Roundtrip.
You can create fields for departments, projects, clients, trip purposes, cost centers, event names, internal business codes, approval reasons, and other information your company needs for travel management.
Custom fields help teams collect structured travel data directly in Roundtrip instead of relying on comments, spreadsheets, or external tracking files.
What can Custom fields help with?
Custom fields can help with:
Reporting
Cost allocation
Better-informed approval decisions
Finance processes
Client billing
Internal tracking
Compliance with company travel processes
Reducing manual follow-ups after booking
For example, a company can add a Cost center field to connect each trip or order to the right budget, or a Trip purpose field to keep travel reasons consistent across bookings.
Who can create Custom fields?
Custom fields can be created by company administrators and travel managers.
To access Custom fields:
Open “Settings.”
Select “Custom fields.”
What can I create a Custom field for?
You can create Custom fields for information your company needs to collect during or after booking.
Common examples include:
Department
Project
Cost center
Client
Trip purpose
Event name
Internal business code
Approval reason
Client billing reference
Additional comments
What field types are available?
Two field types are available: text and list. Text fields allow users to enter information manually.
Text fields are useful for:
Project names
Internal codes
Event names
Client references
Comments
List fields allow users to select a value from a dropdown menu.
List fields are useful for:
Departments
Cost centers
Clients
Trip purposes
Yes or no selections
What field settings are available?
A Custom field can be configured as:
Required
Users must complete the field before finishing the booking if the field is shown during booking.
Optional
Users can leave the field blank.
Filled in during booking
The field appears during the booking process.
Display conditions
The relevant field appears in the booking process if certain conditions are met.
Employees can add values
For list fields, employees can add new values instead of choosing only from the predefined options.
What is the difference between trip-level and order-level fields?
Trip-level fields apply to the whole trip.
Order-level fields apply to a specific order within a trip. For order-level fields, you also need to select the applicable services, such as accommodation, flights, rail, car rental, or other services available on Roundtrip.
How do I create a Custom field?
To create a Custom field:
Go to “Settings.”
Open “Custom fields.”
Click “Add.”
Enter a field name.
Select the field type: text or list.
Add a hint if users need extra guidance.
Choose the field level: Trip or Order.
For order-level fields, select the applicable services.
Choose whether the field appears during booking.
Set the field as required or optional.
Select where the field should be displayed.
For list fields, add dropdown values manually or import them via CSV.
Click “Save.”
What is a hint?
A hint is a short instruction that helps users understand what to enter in the field.
For example, for an Internal business code field, the hint can explain the expected format or where users can find the code.
Should I make a field required or optional?
Make a field required if the information is necessary for reporting, approval review, finance processes, or cost allocation.
Keep a field optional if the information is useful but not needed for every booking.
Before making a field required, make sure users understand what they need to enter and that the field is relevant to the selected trip or order flow.
Can a field be filled in after booking?
Yes. A field can be configured to be filled in later from the trip or order details.
This is useful when the information may not be available during booking or when travel managers need to complete the data after the booking is created.
How do Custom fields support approval decisions?
Approvers can review Custom field information on the approval page for additional context. To ensure the information is available before they make a decision, require users to complete the field during booking.
Where can Custom fields be displayed?
Custom fields can be displayed in:
Reports
Invoices
Filters on the Trips page
When creating or editing a field, select the places where the field should appear.
How do I edit a Custom field?
To edit a Custom field:
Open “Settings.”
Go to “Custom fields.”
Locate the field.
Open the three-dot menu.
Select “Edit.”
Make the required changes.
Click “Save.”
Can I change the field type after creating a field?
No. Field types cannot be changed after a field is created. If you need a different field type, create a new field with the correct type.
What is the difference between deactivating and deleting a Custom field?
Deactivate a field when you want to stop using it for new bookings but may need it again later. A deactivated field can be reactivated.
Delete a field only if you are sure you will not need it again. If you want to use it in the future, you will need to create a new field.
In both cases, previously entered values remain visible in existing trips and orders but can no longer be edited.
How do I deactivate a Custom field?
To deactivate a Custom field:
Open “Settings.”
Go to “Custom fields.”
Find the field.
Open the three-dot menu.
Select “Deactivate.”
How do I delete a Custom field?
To delete a Custom field:
Open “Settings.”
Go to “Custom fields.”
Locate the field.
Open the three-dot menu.
Select “Delete.”
Confirm the action.
How do I manage dropdown values for a list field?
For list fields, you can:
Add a value
Edit a value
Set a default value
Download the list of existing values
Delete a value
What is a default value?
A default value is preselected in the dropdown. Users can still change the value if another option is more relevant.
How do I import dropdown values using CSV?
CSV import is useful for long dropdown lists, such as departments, cost centers, project codes, branches, or clients.
To import values:
Open the list field.
Download the CSV template.
Add your values to the file.
Upload the completed file.
Click “Import.”
If the file format is invalid, you will see an error message.
When should I use CSV import?
Use CSV import when the list is too long to enter manually.
CSV import is useful for:
Departments
Cost centers
Project codes
Branches
Clients
Internal business codes
What should I do if CSV import does not work?
If CSV import fails, check that:
You used the downloaded CSV template.
The file format was not changed.
Required columns are filled in.
The values are entered in the correct column.
The file does not contain empty rows that should be removed.
The file was saved as CSV before uploading.
If the file format is invalid, you will see an error message.
What are display conditions?
Display conditions allow additional fields to appear only when certain criteria are met. This helps keep the booking process focused while still collecting extra information when it is relevant.
For example:
If Trip purpose = Training, then show Training course name.
If Client trip = Yes, then show Client.
How do I create a condition?
To create a condition:
Open “Settings.”
Go to “Custom fields.”
Select “Display conditions.”
Click “Add.”
In the “If” section, select the field and value.
In the “Then show” section, select the fields that should appear and set each one as required or optional.
Click “Save.”
Why can’t I create a condition?
A condition may be unavailable if:
The field levels do not match.
The selected services do not match.
A trip-level field depends on an order-level field.
The selected field configuration is not valid.
If the configuration is not valid, you will see an error message.
What should I check if a conditional field does not appear?
If a conditional field does not appear, check that:
The condition was saved.
The correct field and value were selected in the “If” section.
The field selected in the “Then show” section is active.
The field levels match.
The applicable services match.
The field is available in the selected trip or order flow.
Can I use Custom fields in reports?
Yes. Custom fields can be displayed in reports if this option is selected in the field settings.
This helps teams analyze travel data by department, project, cost center, client, trip purpose, or other company-specific information.
Can I use Custom fields in invoices?
Yes. Custom fields can be displayed in invoices if selected in the field settings.
This can help finance teams connect travel costs with the right internal references, budgets, or partners.
Can I use Custom fields as filters on the Trips page?
Yes. Custom fields can be used as filters on the Trips page if this option is selected in the field settings.
This can help users find trips based on the structured data your company collects.