Prerequisites:
- The Guest Form add-on is available to those using items (Inventory > Items), a feature of our classic version of Checkfront.
- Interested in using the Guest Form add-on with products (Inventory > Products)? Your account must be a member of our Early Access Program. Please reach out to Checkfront Technical Support to learn more.
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Early Access Program The new product feature mentioned in this article is currently part of our Early Access Program, which means it is available to select Customers to try out and provide us with feedback. To learn more about becoming part of our Early Access Program check out our related blog post or contact our Technical Support team. Find our complete set of help articles related to the Early Access Program here: Early Access Program. |
Add a Guest
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To begin adding guests to a booking, the customer 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 3 sections.
Select Items
The customer must select the entires to which this guest should be applied.
In some cases, there may be add-on items or product upsells attached to parent items, such as a paddle or helmet, but these don't need to be added if it's not necessary to keep track of who has what.
Once an entry has been selected, the customer checks off a radio button to tell the system which parameter the guest belongs to. In our case, that's either an adult or a child.
Click Continue.
Guest Information
Next, the customer fills out the fields for guest information.
This includes the 3 system fields (first name, last name, and email address), plus any additional fields you created earlier.
In a situation where the customer 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 customer enters the guest's email address in this field and clicks continue.
See the Guest Invite Link section below for further details on what happens when the guest receives the email from Checkfront.
If the customer changes their mind, then they can simply click the return to the form link to revert back to their previous view.
After clicking continue to send the guest email, the customer no longer is able to edit the guest fields in the right sidebar for that particular guest. Rather, they see a message stating that the Guest Information and Documents fields are waiting for guest to complete information.
The guest is also added to the main guest list in pending status.
If the customer filled out the guest information themselves, then they would now click Continue.
Once step 2 is complete, the guest is created and cannot be further edited by the customer.
Documents
Finally, if any documents or waivers are attached to the item(s) or product(s) booked, then they appear in the Documents section.
Notice also, now that we're on step 3, the word Guest at the top of the column has now been replaced by the customer's name.
If there is a document to fill out, then the customer must click on the button labelled Fill out Document.
Once the customer has completed the document/waiver, they are returned to the Guest List for the booking.
As you can see, Tim has been added to the booking as a guest and the status updated to Complete.
In this case, Tim is the customer and has filled out the guest information for himself. If the guest was somebody else, however, and the attached document required a signature, then Tim could complete step 2 on the other guest's behalf and then email them a link to the document which they can then sign themselves.
To do so, the customer simply clicks on the email address link in the Documents section, as shown below. This is a private link and can only be accessed by the guest it was intended for.
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 Guest Invite Link section below for further details on what happens when the guest receives the email from Checkfront.
Add Another Guest
To add the next guest, the customer must click on the + Add Guest button and repeat the process.
Notice in the screenshot below that once an item parameter or product guest type has been used up it turns grey and cannot be selected again.
Remember, this is a booking for 2 adults and 2 children. Since 2 adults have been added to the booking so far, only 2 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.
< Guest Form: Booking Flow | Guest Form: Guest Invite Link/Continue to Receipt >