maximum character number for Room Set Up

Léa Bourgeois

April 28, 2026 15:57

hi !

We’re currently running demos for a French racecourse organizer and came across a use case that has a different usecase than most of our customers :

Context
They manage horse races and need to define specific race conditions provided by an external stakeholder (e.g. only brown horses, only horses under 3 years old, etc.).

Requirements

• These conditions must exist at event level (a full day of races) → tags seem suitable here.
• They must also exist at function level (an individual race within the day).
• Events and functions need to be filtered by conditions and conditions need to be displayed on the calendar.

Challenge
We don’t currently have an equivalent of tags at the function level.

• Using function type is not sufficient since it only allows one value per function.
• However, they need to assign multiple conditions to a single race.

Workaround considered
I explored using the Room Set-up field (populated via API) to store these conditions.

Issues encountered

1. Field limitations
   • It’s unclear whether this field can support multiple values or long/free-text entries.
2. Unexpected behavior
   • When testing, I cannot save arbitrary values (e.g. “lknlklknlknln”), but I can save predefined-looking values like “Theatre”.
   • It seems like the field may be restricted to a controlled list, but I couldn’t find where this is configured. I couldn’t find any documentation about the Room Set-up field in the Support Centre.

Questions

1. Is there a recommended way to handle multi-value attributes at function level? I have considered items or instructions but that wouldn't work here as it cannot be used as a filter nor displayed on the calendar.
2. Can the Room Set-up field be configured to accept custom or multiple values? If so, where?
3. If not, is there an alternative approach you’d suggest for this type of use case?

• 

  Hayley Burkhardt

  April 28, 2026 17:42

  Hi Léa! 
  
  Room Set-up would not be the best fit for this use case, especially if the information needs to display on the calendar. Room Set-up does not display on the monthly calendar, so if these conditions truly need to be visible there, the function name would likely need to include that information. 
  
  Room Set-up is also not a configured field. It is free type, but previously used values may appear in the dropdown to make entry easier. I would not recommend using this field for long text or sentence-style details, as the column continues to scroll horizontally as you type rather than wrapping the text. 
  
  For this type of information, my first thought would be Function Instructions, potentially using Instruction Sets and clear instruction titles to support filtering/reporting. That said, I’d want to better understand the calendar requirement before recommending a final approach. 
  
  Can you clarify why these conditions must display directly on the calendar? If the race conditions vary by individual race/function throughout the day, I would also be cautious about using Event Tags, since those apply to the full event and would not clearly represent differences between individual races.
  
  If there is a view or document they are trying to reproduce, I would love to see it so the team and I can give you the best approach while ensuring we aren't using fields for uses they weren't designed for. 🙂
• 

  Léa Bourgeois

  April 29, 2026 15:29

  Thank you very much Hayley !

  Here is a document I have created that summarizes their process, does it make it clearer ?

  

  I was considering Room SetUp as it can be displayed on the Function Calendar, but I am not 100% sure of how it works as it doesn't save my attempts to enter a text like “wwwww”.
  Also, I don't like that this solution cannot be used for filters later.
  
  Since they need to track conditions both at the event and at the function level, I would think Tags work well for the event-wide conditions, which would be managed separately from the functions-level conditions. Plus they can easily be used as filters and displayed on the calendar.
  
  As for the function-level conditions, if we were to use your suggestion of Instruction Set, do we have a way of displaying them in the function calendar ?
  I can only think of the Operations tab to display them.
  
  (Also, I'll just put here so that you have all info that they are willing to pay for a custom developpement / use APIs, but I don't think we can do that for a field, and as far as I know this is not our ways to do, this would still have to go through Pendo)
• 

  Hayley Burkhardt

  April 29, 2026 20:29

  Circling to say I have seen this but will need to reply tomorrow! 
• 

  Léa Bourgeois

  May 05, 2026 15:42

  Hi Hayley Burkhardt , do you have any recommended approach for this usecase ?
  (I am not sure that we have any actually…)
• 

  Hayley Burkhardt

  May 05, 2026 15:50

  Hi Léa! Thank you for the reminder - and yes, I agree with your gut here that we may not have a perfect standard-field solution for this use case.

  Room Set-up is not the right path. Even if it can display in some function calendar views, it is not intended to manage this type of conditional logic, it would not support the filtering/reporting needs well, and it would be risky to rely on it as a multi-value condition field.

  For the event-level conditions, I agree that Event Tags are likely the best fit only when the condition applies to the full race day/event.

  For the function-level conditions, we do not currently have a true “Function Tag” equivalent that supports multiple values, calendar display, and filtering in the same way Event Tags do. Function Type would also not work because it is single-select.

  The closest standard approach would likely be:

  • Use Function Instructions / Instruction Sets for the detailed function-level conditions.
  • Use clear, consistent instruction titles/categories so they can be reviewed operationally and potentially reported on.
  • If the conditions must be visible directly on the month or function calendar, include the most critical condition details in the Function Name using a consistent naming convention.

  Example Function Name: Race 3 | Brown Horses | Under 3 Years

  That said, I’d position this as a workaround, not a perfect product fit. If their requirement is truly: multi-value function-level conditions + filterable + visible on calendar + shared externally/API-connected, then I think this is likely a product gap and should go through the normal enhancement/Pendo process rather than custom development against an existing field.

  So my recommendation would be:

  1. Event-level conditions = Event Tags
  2. Function-level operational details = Function Instructions / Instruction Sets
  3. Calendar visibility = Function Name naming convention (will show on Month & Function calendars)
  4. True function-level tagging/filtering = Product enhancement request

  I would also be careful with custom development here unless Product confirms the direction, because we do not want to build around a field that was not designed to support this workflow.

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