Pre-travel form

For: Agents Where to find it: a booking's Pre-travel form card to send it and read the answers; Organisation → Brands → the brand's Pre-travel form card to change the questions

Before a trip you need passport details, dates of birth, health and diet notes, flights and an emergency contact for everyone travelling. The pre-travel form collects them: you send the client a link from the booking, they fill it in, and you read the answers on the booking.

Who needs what

Sending the form, resending it, locking it and reading the answers needs Quote to Book and the Manage bookings permission. Changing the questions needs the Manage brands permission. No seat is needed.

Send the form

1. Open the booking and find the Pre-travel form card.
2. Click Send form.
3. Check Send to. It is filled in from the lead traveller's email on the form, else the booking's client email. If neither exists, enter an address.
4. Leave Replies go to blank to have replies come to you, or enter another address.
5. Click Send.

The email can be edited before it goes, or sent from your own email program. See Client emails.

The card then shows the form's state: Sent, Opened, In progress, Submitted, Locked or Closed, the trip is over, with the dates it was sent, opened and submitted. Each email sent, and each time the client submits, is also recorded on the lead's timeline (or the contact's, when the booking has no lead). The timeline names the event only, never an answer.

The Form actions menu has:

• Resend emails the same link again, with everything the client has filled in so far.
• Send a fresh copy emails a new link with today's version of your form. The client's answers carry over and the old link closes.
• Lock stops the client changing their answers. You can still send a fresh copy later.
• Edit the form opens your form's questions.

A form cannot be sent once the trip ended more than 30 days ago, and a cancelled booking's form is closed.

What the client sees

The client opens the link with no login. They get one card for each traveller, starting with the lead traveller, then the questions asked once for the trip.

• Save and come back. Answers save as they type, and the link keeps working, so they can leave and return. If a save fails, what they typed stays on screen, the form says Not saved and offers Retry.
• Submit. Submit sends the form to you. The lead traveller's section is always required. A section for any other traveller that the client leaves completely empty is optional.
• Correcting after submitting. The link still works after submitting. Changes are saved only when the client chooses Submit changes; nothing saves by itself once the form is submitted. The timeline shows such a submission as corrected by the client.
• When the link closes. The link shows a closed message once you lock the form, once you send a fresh copy, once the booking is cancelled, or once the answers have been deleted.

Reading the answers

The answers appear on the booking page, one group for each traveller and one for the trip. Passport and ID numbers show masked, as three dots and the last three characters. Click Show beside a number to read it in full, and Hide to cover it again. Every time someone clicks Show, Tourium records who revealed which number and when.

The booking also lists what the client changed on the people already on the booking, such as a corrected name or date of birth.

How the traveller list fills

The form asks about each traveller on the booking. When the client submits, their first name, last name, date of birth and nationality fill in the booking's traveller record. A blank answer never overwrites something already on the booking, and the placeholder names Tourium gives travellers added from the party size ("Traveller 1") are not shown as answers. If the client adds a person the booking does not have yet, they are added to the booking. Passport and ID numbers are never copied onto the traveller record; they stay on the form.

Changing your form

Each brand has its own form, and there is one more for bookings with no brand. Open Organisation → Brands, choose the brand and click Edit pre-travel form. It starts as a default form you can change: reorder, add or remove sections, and edit the questions in them.

• Mapped fields stay. The questions that fill the traveller record (names, date of birth, nationality) keep their section as a traveller section and cannot be removed.
• Sent forms never change. A form keeps the questions it was sent with. Changes apply to forms you send afterwards, or to a fresh copy.
• Reset. Reset to default replaces all your changes with the default form. Forms already sent keep their questions.

How long details are kept

Answers are deleted 90 days after the trip ends. A booking with no travel dates keeps them for a year after the form was last sent. They are deleted at once when the booking or its contact is deleted. After deletion the booking shows when the answers were removed.