Guest Form: Adding a Guest

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 will now see a section for entering guest information. This is split into 3 sections.

Select Items

The customer must select the items to which this guest should be applied. In some cases, there may be add-on items 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 item has been selected, the customer will check 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 will fill out the fields for guest information. This will include 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 labeled send a link can be found just above the First Name field in the Guest Information section. 

Clicking on that link will adjust the view to display an email field. The customer will enter the guest's email address in this field and click 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, 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 will no longer be able to edit the guest fields in the right sidebar for that particular guest. Rather, they will see a message stating that the Guest Information and Documents fields are waiting for guest to complete information. 

The guest will also be added to the main guest list in pending status.

If the customer filled out the guest information themselves, 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) booked, they will 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 Notice also, now that we're on step 3, the word Guest at the top of the column has now been replaced by the customer's name.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, the customer must click on the button labeled Fill out Document. 

Once the customer has completed the document/waiver, they will be 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 filled out the guest information for himself. If the guest was somebody else, however, and the attached document required a signature, 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 will trigger an email to the guest from which they can fill out/sign the document/waiver.

The guest list will update 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 a parameter 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 will be replaced by All Slots Full.

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