| This feature is available on Tier II subscriptions and above. |
It's a total game-changer! With a single click, you can now collect and manage guest information – like passports, health and dietary info, and travel insurance – and share it with DMCs and suppliers securely and efficiently. 🧳 Here's how to get started.
Jump to section:
- How to Confirm a Trip and Create a Guest Portal
- Inviting People to Fill Out Your Guest Portal
- More Info
How to Confirm a Trip and Create a Guest Portal
Confirm the Trip
Before you create a Guest Portal, your itinerary must be confirmed. 📌 Note: To be able to be confirmed, your itinerary must have actual dates. You cannot confirm Lookbooks.
- Head to your
Dashboard.
- Click the three dots
next to the trip you want to create a Guest Portal for.
- Select Move to Confirmed.
- Select the checkmark next to the itinerary you want to confirm.
- Click the Move to Confirmed button.
- Select the number of guests for the trip. This will auto-populate the guests and nights for each hotel in the itinerary. You can click click Preview trip to preview the final itinerary.
- Once you've reviewed this information, click Move to Confirmed. Your trip will now be located under the Confirmed tab on your
Edit the Guest Portal
- Navigate to the Confirmed tab.
- Click Enter Portal.
- Enter a title for your Guest Portal. You can also add any internal notes, similar to Internal File Notes or Internal File Notes.
- Pull in any pages from your Content Library to appear at the beginning or middle of the Guest Portal, such as a welcome note and any pre-travel information pages or packing lists. Click Next when you're done adding pages to move to the next tab.
- In the next tab, Guest Forms, add any guest information you already have. You can also leave this section blank for guests to complete themselves. Click Next when done.
- In the next tab, Flights, add any of your guests's flights. You can do so manually, or search through our live flights database.
- On the next tab, Travel Wallet, Upload any vouchers, e-tickets, waivers, or miscellaneous documents or any relevant links in the travel wallet.
- Review your Guest Portal. You're done!
Inviting People to Fill Out Your Guest Portal
How to Invite
You can share your Guest Portal while you have it open by clicking the sharing icon in the top-right
You can also share your Guest Portal while on your Dashboard.
Toggle between sharing the portal with a traveler or with a DMC or another agent using the radio buttons. Add additional people to forward the Guest Portal to using the plus icon.
A Note About Inviting Travelers
Your travelers will receive an email invitation with a secure verification code to access their portal and complete their forms! Learn more about what your guests will see when sent an invitation to fill out their Guest Portal.
A Note About Inviting a DMC or Another Agent
If you are a DMC or working with another agent on this proposal (B2B), make sure Agent(s) from Another Company is selected in the pop-up share window.
You can also ask the agent to share the proposal directly with the guest. Once they're logged in, have the agent click the ➕ icon in the top right of the portal. The invitation the guest receives will come from the other agent.
Once guests have entered their guest info, you can share it with suppliers, ground contacts, and DMCs with a single click! Learn about our Send Guest Info functionality here.
More Info
Additional Tips & Tricks
- How to Download Specific Pages from Your Guest Portal
- How do my Emergency Contacts pull through into Guest Portals?
- How Do I Unlock Guest Forms?
- How do I share the guest information once guests have entered it in their Guest Portals?
- How do I automatically send my client information to my CRM?
Video Training
View our short mini-training session on Guest Portals.
Thank you for being on this journey with us! 💞