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Traveller details forms Growth+
Traveller details forms collect everything you need for the trip after the booking is made: passport details, date of birth, dietary needs, emergency contacts and file uploads. Checkout stays short, and Tourtify chases missing details for you before departure.
At a glance
- Plan: Growth and Scale
- Category: Operations
- Where: Console › Plugins › Traveller details forms, and Settings › Travellers › Traveller details
- Works with: Waivers & consent, WhatsApp notifications
How it works
What the traveller sees
- After booking, the lead traveller gets a link to a "Before you travel" form for the group.
- If Each traveller can fill in their own details is on, the lead traveller also gets a personal link for each person in the group to copy or email. Each link opens only that traveller's own form and waiver.
- If something is still missing, reminders arrive on the days you choose before departure.
- A passport that expires too close to the trip shows a warning.
What your team sees
- Answers on each booking and in the departure manifest, per traveller.
- Passport expiry warnings in the manifest.
- Uploaded files stored privately and deleted after the trip (if you choose).
Turn it on
- Go to Console › Plugins.
- Find Traveller details forms and flip its switch on.
- Go to Settings › Travellers › Traveller details to build your form.
- Select Configure on the plugin to set reminders and privacy, then Save.
Build your form
- Go to Settings › Travellers › Traveller details.
- Select Use suggested questions to start from passport, date of birth, dietary needs and emergency contact. Or select Add question to build your own.
- For each question, set:
- Question and Answer type: Short text, Long text, Choice list, Date, Date of birth, Passport expiry, Country, Email, Phone or File upload.
- Asked: Per traveller or Per booking.
- Required, if it must be answered.
- Help text, shown under the question, e.g. "As printed in your passport".
- Under more options, you can set age limits for a date of birth (minimum and maximum age on the trip date), or show a question only when another answer equals a value.
- Use Move up and Move down to order questions.
- Select Save questions.
Conditional questions
To make a question depend on another answer, move it below that question. Both must use the same Asked setting.
Settings
| Setting | What it does | Default |
|---|---|---|
| Chase missing details by email | Emails the lead traveller a link to finish what's missing (details and waivers). With WhatsApp messages on, they get a WhatsApp too. | On |
| Days before departure | One reminder on each of these days, only while something is still missing. Separate days with commas. | 14,7,2 |
| Each traveller can fill in their own details | The lead traveller gets a personal link for everyone in the group. Each link opens only that traveller's own form and waiver. | On |
| Warn when a passport expires within (months of the trip) | Travellers and your manifest see a warning. Set 0 to warn only when it expires before the trip. 0–24. | 6 |
| Delete uploaded files this many days after the trip | Passport scans and other files are kept privately, then deleted. Set 0 to keep them. | 90 |
File uploads
File upload questions take a PDF or photo up to 10 MB. Files are kept privately and deleted after the trip, based on Delete uploaded files this many days after the trip.
Personal data
Passport scans are sensitive. Keep the retention period as short as your operations allow, and only ask for files you need.
Good to know
- Waiver signing is part of the same traveller links when Waivers & consent is on, and these reminders chase unsigned waivers too.
- With Waivers & consent, a date of birth question is used to check the traveller's age on the trip date: under the waiver's minor age, a guardian signs for them.
- Hotel rooming lists use guest names from traveller details when collected.
- Turning the plugin off stops travellers being asked for their details. Answers already given are kept.