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Booking data set reference

Reference for booking data sets, the reusable option lists used by Autocomplete fields, including setting options, Excel import and export, and key-value pairs.

Updated 25 Sept 2026
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A data set is a reusable list of options that Autocomplete form fields read from. Unlike a Select field, where options belong to a single form field, a data set is created once and can be linked across multiple booking forms.

Open Data set

General settings

The data set editor opens on the Settings page:

SettingDescriptionRecommended usage
NameThe label shown in the data set picker when configuring a form field.Give the data set a descriptive name matching its contents (such as Cost Centers or Departments).
Branch managementRestricts access to this data set to a specific organization branch.Use this only if branch management is enabled and branches maintain separate code lists.
EntriesThe list of key-value options, located on the second page of the editor navigation rail.Manage list items individually or import them in bulk from a spreadsheet.

Key and display text pairs

Each entry in a data set consists of two parts:

SettingDescriptionRecommended usage
KeyThe internal code saved with the booking record.Use your external accounting or billing system’s reference code. Renaming the display text later will not affect past booking records.
Display textThe human-readable label shown to users during booking.Enter translated labels for every language configured in your tenant so users see options in their chosen language.

Managing entries

The entries page includes tools for bulk import, export, and list management:

ActionDescriptionWhen to use
ImportUploads entries from an Excel spreadsheet.Use for initial setup or large lists (such as a chart of accounts).
ExportDownloads current entries as an Excel spreadsheet.Export before making bulk edits to have a backup.
Add rowAdds a single entry manually.Use for small adjustments or adding individual codes.
Select / DeleteCheckboxes allow selecting individual rows or all visible rows. Clicking Delete removes selected rows.Use to remove outdated or retired codes.
Delete allClears all rows in the data set after confirmation.Use before replacing an entire list with a fresh import.
Data set entry list with toolbar controls for adding, importing, exporting, and deleting rows.

Data set entry list with toolbar controls for adding, importing, exporting, and deleting rows.

Changes are not committed until you click Save. If you make a mistake, close the dialog without saving to discard changes.

User experience on the booking form

When a booking form includes an Autocomplete field pointing to a data set, users search through the options by typing rather than scrolling through a long dropdown menu.

An Autocomplete field filtering data set entries as the user types.

An Autocomplete field filtering data set entries as the user types.

To link a form field to a data set, configure the field settings in the booking form editor. For complete instructions, see Booking form reference and Ask for a cost item and project ID on every booking.

  • Field assignment: Creating a data set does not automatically add it to any form. You must select it inside an Autocomplete field in Booking form.
  • Required validation: Whether answering is mandatory is controlled by the Required switch on the form field, not in the data set.
  • Answer visibility: Field visibility in emails, schedules, and service views is managed on the form field.
  • Visitor forms: Visitor forms use a separate data set configuration under the Visiting module.