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Locate: Manage > Integrations > Guest Management > Guest Forms
Prerequisites:
- Admin permissions to manage Integrations.
- The Guest Form feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront and those using products (Inventory > Products), a key feature of our newest version of Checkfront.
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New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information. Discover more product-related help articles here: Products (New). |
In this article, we look at adding a Guest when a Booker fills out the Guest Form.
New to the Guest Form? Be sure to read the first article in this series for an introduction!
Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the full capabilities of the Guest Form feature.
Adding Guest Details to a Booking
Back to top
To begin adding Guests to a booking, the Booker must click on the green Add Guest link below the Item List.
Over on the right side, you now see a section for entering Guest Information. This is split into three sections.
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, there may be add-on items or product upsells attached to parent product/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 a product/item has been selected, the Booker then selects the item parameter or product guest type applicable to the Guest. In the case of this example, that'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.
This includes the three system fields (First Name, Last Name, and E-mail address), plus any additional fields you created earlier.
In a situation where the Booker doesn't know the details required for the Guest they are adding, they have the option to email that Guest a link to the form so they can fill it out themselves.
A link labelled send a link can be found just above the First Name field in the Guest Information section.
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.
See the Sharing a Link to the Guest Form article for further details on what happens when the Guest receives the email from Checkfront.
Prior to choosing to Continue, if the Booker changes their mind, they can simply click the return to the form link to revert back to their previous view.
However, after clicking Continue to send the Guest an email, the Booker is no longer able to edit the Guest fields for that particular Guest. Rather, they see a message stating that the Guest Information and optional waiver Documents fields are Waiting for guest to complete information.
The Guest is also added to the main Guest List in Pending status.
Once the Guest Information has been filled out, 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, then they appear in the Documents section.
If there is a document to fill out, then the Booker must click on the button labelled Fill out Document.
Once the Booker has completed the document/waiver, they are returned to the Guest List for the booking.
In the above example, Jane has been added to the booking as a Guest and the status updated to Complete.
In this case, Jane is the Booker and has filled out the Guest information for themself. If the Guest is someone other than the Booker, and the attached document requires a signature, then the Booker can complete step 2 on the Guest's behalf and then email them a link to the document which they can then sign themselves.
To do so, the Booker simply clicks on the link labelled send a link in the Documents section, as shown above. This is a private link and can only be accessed by the Guest it was intended for.
After confirming the Guest's email address, the Booker then selects Continue. This 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.
See the Sharing a Link to the Guest Form article for further details on what happens when the Guest receives the email from Checkfront.
Adding Another Guest
To add the next Guest, the Booker must click on the + Add Guest button and repeat the process.
Notice in the screenshot above that once an item parameter or product guest type has been allocated the option turns grey and cannot be selected again.
With this example, the booking is for two adults and two children. Since two adults have been added to the booking so far, only two children can be added from this point.
When all Guest slots have been filled out, the Empty Slots label at the top is replaced by All Slots Full.
< Viewing Guest Details within the Booking Flow | Sharing a Link to the Guest Form >