Allowing the person who made the booking (the Booker) to add Guest details immediately ensures that every participant is accounted for, streamlining manifest creation, communications, and logistics.
Learn how to add a Guest when a Booker fills out the Guest Form, including selecting inventory, filling out Guest information, filling out documents, and adding other Guests.
New to the Guest Form? Read the first article in this series for an introduction to the Guest Form feature.
Accessing the features mentioned in this article
Where can I find this feature using the top menu?
- Manage > Integrations > Guest Management > Guest Form
What more do I need to use this feature?
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Admin permissions to manage Integrations.
Which Checkfront version supports this feature - classic items, classic products, or both?
- This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products). → Learn more about products
Adding guest details to a booking
To begin adding Guests to a booking, the Booker must click on the green Add Guest link below the Item List.
On the right side, you see a section for entering Guest Information. This section is split into three sections: Selecting items, Guest Information, and Documents.
Step 1 - Selecting Products/Items
The Booker must select the inventory to apply to the Guest in the Select Products/Items section.
- In some cases, add-on items or product upsells may be attached to parent products/items, such as a paddle or helmet, but these don't need to be associated with the Guest if it's not necessary to keep track of who has what.
Once the Booker selects a product/item, they must choose the applicable item parameter or product guest type for the Guest. In this example, it's either an adult or a child.
Click Continue to proceed to the Guest Information section.
Step 2- Filling Out Guest Information
Next, the Booker fills out the fields for Guest Information.
The Guest Form includes the three system fields (First Name, Last Name, and E-mail address) and any additional fields you created earlier.
- If the Booker doesn't know the details required for the Guest they are adding, they can email that Guest a link to the form so they can fill it out themselves.
In the Guest Information section, just above the First Name field, there is a link labeled Send a link.
Clicking on that link adjusts the view to display an Email field. The Booker then enters the Guest's email address in this field and clicks Continue.
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Learn more about the Guest Form For a detailed look at what happens when the Guest receives the email from Checkfront, check out the following article: |
Click the Continue button. If the Booker changes their mind, they can click the return to the form link to revert to their previous view.
However, after clicking Continue to send the Guest an email, the Booker can no longer edit the Guest fields for that particular Guest. Instead, the Booker sees a message stating that the Guest Information and optional waiver Documents fields are Waiting for guest to complete information.
The system also adds the Guest to the main Guest List in Pending status.
Once the Guest fills out the information, the Guest List populates with the information provided.
Step 3 - Filling Out Documents
Finally, if any documents or waivers are attached to the product(s)/items(s) booked, they appear in the Documents section.
- If there is a document to fill out, the Booker must click the Fill out Document button.
Once the Booker has completed the document/waiver, they return to the Guest List for the booking.
In the above example, the system added Jane to the booking as a Guest and updated the status to Complete.
Sending guests a link to the document
If the Guest is not the Booker and the document needs a signature, the Booker can fulfill step 2 for the Guest and send them a link to sign it.
To share a document link, the Booker clicks on the Send a link option in the Documents section, as shown above. This link is private and accessible only to the designated Guest.
After confirming the Guest's email address, the Booker selects the Continue button. This button triggers an email to the Guest from which they can fill out/sign the document/waiver.
The Guest list updates to show a Pending status for the Guest with a notification that we are waiting for guest to complete information.
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Learn more about the Guest Form For a detailed look at what happens when the Guest receives the email from Checkfront, check out the following article: |
Adding Another Guest
To add the next Guest, the Booker must click the + Add Guest button and repeat the process.
Once the system has allocated the item parameter or product guest type, the option turns grey and cannot be selected again.
In this example, the booking is for two adults and two children. Since the system has added the two adults to the booking, Guests can only add two children from this point.
After the Guests fill all the slots, the Empty Slots label at the top is replaced by All Slots Full.
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Learn more about the booking invoice For a detailed look at how to manage Guests from the booking invoice, check out the following article: |
Next Steps
In the following article, we look at sharing links to the Guest Form.
< Taking a look at guest forms within the booking flow | Sharing links to the guest form >