The Guest Forms section within Guest Portals is a powerful tool designed to streamline your workflow by seamlessly integrating client information across the system. Using the in-built Guest Forms is considered best practice because it automatically updates multiple areas of the platform, reducing manual data entry and improving efficiency.

How Guest Forms Enhance Your Workflow

Automatic Client Profile Updates

Once a guest completes their form, their details are automatically added or updated in the Contacts Module. This includes:

• Travel history
• Passport details
• Health & dietary information
• All other information collected via the form

This ensures that client records remain up-to-date without any manual intervention.

Reusable Client Information for Future Bookings

If a client books another trip in the future, their details are already stored in the Contacts Module, meaning they don’t need to enter their information again. You can:

• Reuse stored details for new bookings
• Easily filter and segment client data for targeted communications

Syncing with External CRMs

If you're using an external CRM, you can automatically sync client data using our Google Sheets integration, ensuring all information remains consistent across platforms.

Seamless Information Sharing with Partners

All collected client details are automatically attached to the trip file on your dashboard. With a single click, you can securely share this information with DMCs or ground partners as needed.

Ensure Clients Accept Your Terms & Policies

Clients are required to check a box that they accept your Terms & Policies when completing their forms.

Centralized Access for Clients

Possibly the most important benefit: all client trip details are available in one place within the Guest Portal. Clients can easily access everything they need before and during their trip—right from the app. This eliminates the hassle of:

• Printing forms
• Dealing with PDFs or Word files
• Sending back-and-forth emails for missing information

By following best practices and leveraging Guest Forms, you can streamline operations, reduce manual work, and enhance the client experience—all while keeping critical information easily accessible.

Hiding Guest Forms (If Needed)

If you choose not to use the in-built Guest Forms (though we highly recommend you do use them!), you can easily hide the page in the Guest Portals.

To do this:

• Navigate to the Guest Portals tab.
• In the Table of Contents, find the Guest Forms tab.
• Click the eye icon next to the Guest Forms tab to hide it.