How to choose what information you collect

One of the quiet strengths of a payment group is the data it gathers while people book: contact details, consent, meal choices, medical information for children, whatever your event needs. The Data tab is where you decide what to ask, and who gets asked.

Choosing your fields

1. Open the payment group’s settings and go to the Data tab.
2. Decide whether people can register others as well as themselves. This is what lets a couple, a family or a whole church book in one go, and it introduces a distinction worth understanding: the booker makes the booking, the delegates attend. They’re usually the same person, but not always; a parent booking their child onto a holiday club is a booker who isn’t a delegate.
3. Set the fields you want for the booker, and separately for the delegates (delegate fields only appear if you allow others to be booked in). Each field can be hidden, optional, mandatory, or dependent on age.
4. Age-dependent fields are the clever bit: make a date of birth or age category field mandatory so the system knows each person’s age, and you can then ask children for a parent’s mobile number and medical details while adults skip those questions entirely.
5. At the bottom, choose whether to create Hubb accounts for people when their booking completes. They’ll be emailed a welcome with a link to set a password (a mandatory email field is required for this), and they can then log in to see and amend their registration; importantly, they are not added to your main member database.
6. For questions that aren’t standard fields, create a custom field of the ‘Registration’ type under Site Settings > General > Custom Fields, share it with this payment group, and it becomes available to add as optional or mandatory. Dropdowns, tick boxes, multi-select and radio lists are all available.

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Good to know

• Logged-in members get a fast ride: their profile details pre-fill and their saved card means paying with just the last four digits, so don’t be shy about encouraging people to log in first.
• If you create accounts for outside bookers, the welcome they receive is your site’s standard welcome email, found in the system emails settings, so check its wording suits people who’ve only booked a holiday club.
• Everything you collect can be pulled out later: run a query on the payment group, add your fields (custom ones included) as columns, and export as a CSV.
• Ask only for what you’ll use; every extra mandatory field costs you a few completed bookings. The rest of the group’s settings are covered in how to set up a payment group.