Custom Logistics lets you define your own logistics fields directly in Gigwell — things like flight details, hotel accommodations, backline requirements, ground transportation, visa requirements, or any other booking-specific data your agency needs to track. Instead of being limited to Gigwell's built-in logistics toggles, you can create fully custom groups with the exact fields your team uses.

Once configured, these fields appear on the Logistics tab of every booking, can be saved as presets, and are available for filtering and reporting across your account.

Custom Logistics is enabled by Gigwell support. Once it's active on your account, the Logistics tab on your bookings will display your configured custom groups.

Note: If you've been using Gigwell's built-in logistics toggles, those will continue to work alongside custom logistics — they appear above the custom groups on the booking. For new accounts or a clean setup, we recommend leaving the legacy logistics toggles off and using custom logistics exclusively.

Navigate to Settings → Custom Logistics and click + Add Type to create a new group. Each group represents a category of logistics data (e.g., Flights, Hotels, Cruise Cabins).

For each group, configure the following:

Icon — Choose from a preselected icon list to visually identify the group on the booking.

Label — The display name (e.g., "Cruise Cabin"). As you type, the ID below it updates automatically. The ID is used to reference this group in contracts and documents, and locks in when you save.

Entry type — Choose between:

Always visible — When enabled, the group always renders on the Logistics tab even with no data entered yet. For single-entry groups, this shows the empty fields immediately. For multi-entry groups, it shows an empty table with an add button. When disabled, a subtle + [Group Label] button appears instead. Use "Always visible" for groups your team fills in on nearly every booking.

Note: You can have up to 10 active groups and 10 active fields per group.

Click + Add Field inside a group to open the Configure Field dialog.

Each field has the following settings:

Label — The field name shown to users. The ID generates automatically from the label and locks on save.

Type — Choose from:

Size — Controls how the field renders on the page: Small, Medium, or Large. Defaults are set per type (Number → Small, Date → Medium, Text Area → Large), but you can override.

Default Value — Pre-populates the field when a new entry is added or when the group is applied as a preset.

Required — Prevents saving the booking until this field has a value.

Filterable — Exposes this field in dashboard, calendar, and report filters. Only mark fields filterable if you plan to filter by them — keeping this selective keeps your filter UI clean.

For Preset List and Multi Preset List types, an Options panel appears on the right side of the dialog where you define the available choices. Enable Allow Create to let users add new options from the booking, or leave it off to restrict selections to your predefined list.

Drag fields left or right to reorder them within a group, or use the reorder control inside the field config dialog.

Click Save to apply your configuration. The preview on the config page shows exactly how the fields will look for users on the booking Logistics tab.

Note: Once saved, field labels and IDs are locked and cannot be changed or deleted — this protects data already entered against those fields. To retire a field or group, use the Archive option from the more menu (⋮). Archived items remain in your historical data but are hidden from new bookings. Any fields or groups you haven't saved yet can be freely removed before saving.

Navigate to the Logistics tab on any booking. Your configured groups appear based on their visibility settings.

Fill in each field according to its type. Date fields support both typing and using the date picker. Preset and multi-preset list fields show your configured options — if Allow Create is enabled, you can type a new option directly.

For multi-entry groups, click the + button to add a new row. Each row is an independent set of fields for that group. Click the trash icon on a row to remove it.

At the top of the Logistics section, you'll find Save Logistics and Load Logistics options:

One saved preset can be set as the default, which means every new booking will start with that preset already applied. You can also tie saved logistics to booking presets — any new booking created with that booking preset will automatically inherit those logistics.

Custom logistics fields marked as Filterable are available as filter options across Gigwell. Click Add Filter in any view that supports filtering and search for the field by name.

Note: For multi-entry groups, filtering on a number field matches against the sum of all entries, not individual row values. For example, if a Hotels group has three room entries with values 1, 2, and 3, a filter on "Number of Rooms" will match against 6 (the total). Single-entry groups don't have this distinction since there's only one value.

All custom logistics fields are automatically available as columns in Reports — no additional configuration needed. Search for them by name when building or editing a report.

Report columns follow the naming format Group Label - Field Name (e.g., "Hotels - Number of Rooms"). For multi-entry groups, you'll also see:

Additionally, each custom logistics group automatically gets a Has [Group Label] filter available in the Dashboard, Calendar, and Reports, so you can filter bookings by whether they have any entries for that group at all.

Custom logistics fields are available as merge variables in Gigwell's Google Docs document flow. Once your groups and fields are configured, their variables are automatically listed on the Variables page for your agency — you don't need to look up or manually construct the IDs.

To find them:

When a document is generated for a booking, the variables are replaced with the actual values from that booking's Logistics tab.

Note: For number fields in multi-entry groups, the Variables page also lists a separate totals variable that outputs the sum across all entries for that field — useful for things like total number of hotel rooms across all room types.

Note: For using custom logistics fields dynamically in your terms and offer/contract phrases, please contact support@gigwell.com