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The booking form

Choose which details you need about each traveller and add your own questions to the booking form.

How-to guide2 min read

Every booking asks for the lead traveller's email address, and the first and last name of everyone travelling. Open the trip, then Booking form, to choose what else to ask for that trip. Editors and Admins can change it.

Travellers per booking

Under Travellers per booking, set the Fewest per booking and Most per booking. Up to 24 travellers can book together.

Details about each traveller

Under About each traveller, switch on the details you need from every traveller. New trips ask for dietary needs to start with.

Date of birth
When you need it
Age limits, insurance or hotel lists.
Nationality
When you need it
Visa checks and border crossings.
Passport number
When you need it
Flights, ferries or hotels that ask for it.
Phone number
When you need it
Reaching people during the trip.
Home address
When you need it
Invoices or posting documents.
Dietary needs
When you need it
Meals included in the trip.
Emergency contact
When you need it
Someone to call if anything happens.

Details you switch on are required, apart from dietary needs, which travellers can leave empty when they have none. When your team books for someone, nothing is required, so you can fill in the rest later.

Your own questions

Under Your own questions, select Add a question for anything else, such as "Have you walked in the mountains before?" or "What is your boot size?". Add “How did you hear about us?” adds that question with common choices filled in. A trip can have up to 40 questions; drag them to change the order. A preview shows what travellers see.

Short answer
Travellers answer with
A line of text.
Long answer
Travellers answer with
A few sentences.
Choose one
Travellers answer with
One of the Choices you list, such as 38, 39 and 40.
Tick box
Travellers answer with
A tick, such as "I can swim".
Date
Travellers answer with
A date.

Choose the Kind of answer for each Question, then:

  • Must be answered: the booking can't be sent without an answer. A required tick box must be ticked, so use it for things travellers must confirm. When your team books for someone, answers aren't required.
  • Ask each traveller: asked once per traveller instead of once per booking. Boot size is per traveller; "How did you hear about us?" is once per booking.

Where the answers go

Answers are on the booking, and per-traveller answers are in the departure's traveller list, which you can download. See Reports and traveller lists.

Changing the form only affects new bookings. Answers already given stay as they were.

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BookingsHow a booking moves from checkout to confirmed, how to find bookings, answer requests and record payments made outside Stripe.Reports and traveller listsMoney in by month, bookings by trip, where travellers go and how they pay, and the list of everyone on a departure with their details, ready to download or print.The booking APIRead trips, departures, guides and destinations, price a booking and take it on your own website, with payment through Stripe's Payment Element and your organisation's Stripe account.