Operations
Traveller details forms
Collect passport, date of birth, dietary needs and emergency contacts after booking, per traveller. Checkout stays short; you get everything before the trip.
Settings
What you can set up
Traveller details forms works out of the box with sensible defaults. These are the choices you can make, straight from your console.
Reminders
- 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.
- Days before departure
- One reminder on each of these days, only while something is still missing. Separate days with commas, e.g. 14,7,2.
Travellers
- Each traveller can fill in their own details
- The lead traveller gets a personal link for everyone in the group to copy or email. Each link only opens that traveller’s own form and waiver.
Checks
- 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.
Privacy
- Delete uploaded files this many days after the trip
- Passport scans and other files are kept privately, then deleted. Set 0 to keep them.
Operations
How operations plugins fit in
Operations plugins cover the work around each departure: tickets and check-in, traveller details, waivers, guides, resources and costs. Your team sees the same live information, from the office to the meeting point.
- 1
Switch it on
Open Plugins in your console and turn it on. No code and nothing to install.
- 2
Make your choices
Adjust the settings to match how your business works, or keep the defaults.
- 3
It works everywhere it should
Your website, checkout, emails and console pick it up straight away.
Related
More operations integrations
QR tickets & check-in
Every confirmed traveller gets a ticket with a QR code. Scan it with a phone at the meeting point to check them in. Duplicates, cancelled bookings and the wrong day are caught.
Self-service changes
Let travellers move their booking to another date, or cancel it, from their booking page, within the rules you set. Seats move instantly and your team is told.
Waivers & consent
Each traveller signs your waiver or terms online before the trip, or on site. We keep the exact text they signed, with time, IP and a tamper-evident seal.
Tour guides
Create guide profiles and assign them to departures. Show guide bios and photos on tour pages. Automatically notify guides when new bookings are confirmed.
Resources & operations
Assign vehicles, boats, equipment and venues to departures without double-booking them. Checklists per tour create tasks when a departure gets its first booking. One operations calendar, and a private calendar feed for each team member and vehicle.
Costs & profit
Record what each departure costs: drivers, hotels, park fees, meals. Default costs per tour fill in automatically, guide pay and agent commission are counted, and you see the real profit, margin and break-even of every departure and tour.
FAQ
Traveller details forms: questions
Which plans include Traveller details forms?
Traveller details forms is available on Growth & Scale, at no extra cost.
How do I switch on Traveller details forms?
In your Tourtify console, open Plugins, find it in the list and switch it on. Its settings open straight away, and you can switch it off again at any time.
Do I need a developer?
No. Plugins are built into Tourtify and set up from the console. Where an outside account is involved, such as a payment provider, you connect it by entering your account details.
Does Traveller details forms work with my other plugins?
Yes. Every plugin is built and maintained by Tourtify, so they work together: discounts, deposits, vouchers and fees all add up correctly at checkout.
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