Traveller details

Short checkout, complete details

Multi-day and international trips need a lot of information: full names as in the passport, dates of birth, passport numbers and expiry dates, dietary needs, medical conditions, emergency contacts. Asking for all of it at checkout puts people off at the moment they are about to pay. Traveller details collects it after the booking instead, so checkout stays short and you still have everything before the trip. The plugin is available from the Growth plan.

You build one form for your business in the console, up to 40 questions. It starts with a sensible set for tour operators (name as in passport, date of birth, nationality, passport number and expiry, dietary requirements, medical conditions and an emergency contact) that you can change.

Questions that fit your trips

Each question is asked once per traveller or once per booking. A hotel pick-up address is asked once; a dietary need is asked for everyone. Question types include short and long text, dates, a date of birth, a passport expiry date, a choice list, country, phone, email and file upload, for a passport scan for example.

A date-of-birth question can enforce a minimum or maximum age on the trip date, which helps with age limits on activities. Questions can be conditional: “Please describe” only appears when the answer to “Any medical conditions?” is “Yes”. Hidden questions are never required and their answers are not stored.

Passport expiry is checked against the trip. By default, travellers and your manifest see a warning when a passport expires within six months of the trip; set it to 0 to warn only when it expires before the trip.

How travellers fill it in

Travellers answer on their booking page. With personal links on, the lead traveller also gets a link for each person in the group, to copy or email. Each link opens only that traveller's own form and waiver, so a group of six friends doesn't have to send passport numbers to one person.

Reminders chase whatever is missing. By default the lead traveller is emailed 14, 7 and 2 days before departure, but only while something is still missing. If the Waivers plugin is on, these reminders chase unsigned waivers too, and with WhatsApp messages on, they get a WhatsApp as well.

Answers appear on the departure manifest and in the field app, so guides have dietary and medical notes on the day. Uploaded files are stored privately, visible only to your team and that traveller's own link, and deleted 90 days after the trip by default. Set it to 0 to keep them.

Setting up Traveller details

1. 1Turn on Traveller details. Switch the plugin on from Plugins (Growth plan and above).
2. 2Review the starting form. Keep, edit or remove the default questions and add your own.
3. 3Set scope and conditions. Choose per traveller or per booking for each question, and add conditions where needed.
4. 4Set the checks. Choose the passport warning period and any age limits on the date-of-birth question.
5. 5Choose reminders and links. Set the reminder days and decide whether each traveller gets their own link.
6. 6Set file retention. Choose how many days after the trip uploaded files are deleted.