A user property is any data point you ask your users to input when creating their profile in Optix or your white-labeled app. User properties can be private and only shared with administrators or public-facing and displayed on the user's profile in the Directory.
User properties help you:
Keep internal records: Track admin-only details such as key cards, deposits, or emergency contacts with private properties
Build your community: Display public-facing details such as job title, skills, or a LinkedIn profile on user profiles in the Directory
Personalize your communication: Insert user properties as personalization data in automated messages and emails
In your dashboard, you can view all the default properties from Settings > User Settings > User properties.
Note: Public-facing properties only appear if the user is visible in the Directory. Whether a user appears at all is controlled by the account's Directory visibility setting. Learn how to manage directory visibility here.
How do Custom Properties work
How do Custom Properties work
If you'd like to collect additional data points that aren't listed in the default menu, you can create your own Custom Properties. Learn how to create a custom user property here.
Some common uses of custom properties for internal use include, but are not limited to:
Tracking which users have been provided a physical key or access card
Deposit management
Emergency contact information
Referral tracking
Printer ID code and PIN number
Some common uses of public-facing custom properties include, but are not limited to:
LinkedIn profile link
Job title
Skills
Favorite book or podcast
Custom properties can also be used as personalization data in automated messages and emails. The following custom property types are supported: Text, Textarea, Email, Phone, Number, Date, and Select (single-select). Learn more about personalization data here.
Note: Multi-select custom properties are not currently supported as personalization data in automated messages and emails.
How do the Billing fields work
How do the Billing fields work
Billing fields are default properties that collect a user's billing details, such as billing name, tax number, and billing address (unit, city, region, country, and postal code). Collecting these at signup means invoices are issued with the correct billing details from day one, with no manual editing afterward. This is especially useful if you operate in a region where invoices are legally required to show a tax number, such as a VAT number in Europe.
Like other default properties, you control whether billing fields are hidden, optional, or required in your signup and widget flows, including drop-in booking, tour, and inquiry forms. When enabled, billing fields appear as a separate Billing step in the widget, and the details entered are applied to the user's billing information automatically.
Note: Billing fields are always private. They cannot be displayed on a user's public profile in the Directory.
How do Tour stages work
How do Tour stages work
Tour stage is an account field that tracks where someone is in your tour funnel. Unlike a user property, a Tour stage is not entered by the user - it is set and edited by admins on the account, similar to an account type. Tour stages have no color, and a Tour stage can be cleared from an account.
Every organization starts with four default Tour stages:
Booked
Completed
No-Show
Canceled
You can also add your own custom Tour stages to match your sales process.
Tour stages can be used in Automations in two ways. You can use the Tour stage as a Condition, so an automation only continues for accounts in a specific stage. You can also insert the Tour stage as personalization data in automated emails.
Note: The four default Tour stages cannot be deleted. A Tour stage that is currently set on an account also cannot be deleted until it is removed from those accounts.
FAQ
FAQ
Can I use user properties in automated messages and emails?
Yes. Both built-in user properties (such as City, Company, Position, and User Source) and custom properties can be inserted as personalization data in automated messages and emails. Multi-select custom properties are not supported.
What controls whether a user appears in the Directory?
Two things must both be true for a user to appear in the Directory: the account's Directory visibility is set to 'Display in directory', and the user has not opted themselves out in their own app settings. Public-facing user properties only show for users who appear in the Directory. Learn more about managing directory visibility here.
Can billing fields appear on a user's public profile?
No. Billing fields such as billing name, tax number, and billing address are always private. They cannot be displayed on a user's public profile in the Directory.
What is the difference between a user property and a Tour stage?
A user property is data entered by the user or collected on their profile. A Tour stage is an account field set by admins to track where a prospect is in the tour funnel. Users do not see or edit their Tour stage.
Can I remove a Tour stage from an account?
Yes. A Tour stage can be cleared from an account, leaving the field empty. This is different from account type, which every account must have.
Can an Automation change an account's Tour stage?
No. Automations can read the Tour stage as a Condition, but there is no action that changes a Tour stage. Tour stages are updated manually by admins.
Why can't I delete a Tour stage?
The four default Tour stages (Booked, Completed, No-Show, Canceled) cannot be deleted. A custom Tour stage cannot be deleted while it is set on any account. Remove it from those accounts first, then delete it.
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