This guide covers forms in Tern: the different form types and what each one does, how to build and share them, and which forms start workflows.
Why forms and workflows matter
Together, forms and workflows let you gather client information systematically, create reminders for yourself and your team, and send clients timely emails without doing it manually every time.
Form types in Tern
All form templates live under Library > Forms. There are three types.
Trip Request form
For initial client inquiries. When a client submits one, Tern automatically creates a new trip in the first column of your dashboard, usually Inbound. Basic trip details like name and dates are required fields.
This is the form to embed on your website, put in your email signature, or share on social media to capture leads who are serious about planning.
Contact Information form
For collecting or updating client details and preferences. When a client submits one, Tern creates a new contact record if the client is new, or updates the existing record if the name and email match.
Use it to collect anything beyond basic contact info: addresses, birthdays, anniversaries, passport details, loyalty programs, preferences, and custom questions.
Occasionally a duplicate contact gets created when data doesn't match perfectly. You can merge duplicates in your Contacts section.
Custom form
For specific, one-off information that doesn't fit a trip or contact record. A custom form does not create a trip. If the person who submitted it isn't in your contacts yet, Tern adds them as a new contact. Everything collected is stored in the form's responses, which you access manually.
Good for niche cases: wedding guest details, dining preferences for a group, or specialized information for an unusual trip type.
Creating and customizing a form
Here's the process using a Trip Request form as the example.
Go to Library > Forms
Click + New Form
Choose Trip Request Form
Give it an internal name, for example "Initial Inquiry Form"
Set the form title, which is what clients see, for example "Vacation Information Form"
Add a description as an introductory message
Basic trip details are included automatically as required fields
Drag elements in from Form Elements:
Traveler details. Add this once. Clients can add more travelers themselves. You can mark fields as required, and email is worth requiring.
Custom questions. Use short text, long text, single select, or multiple options. For example: "What travel services can I help you with?" with cruise, flights, and hotel as options.
E-signature. Worth adding so clients formally agree to your terms.
Info form. Worth adding for disclaimers or instructions, such as reminding clients to hit Next and Submit.
Set your terms and conditions in Account Settings. They link automatically.
Reorder elements by dragging the six-dot icon
Preview the form to see what clients see
Forms autosave. Click anywhere outside a text box, or wait a couple of seconds.
Sharing forms with clients
Do not use Share as template. That option shares a form template with other travel advisors using Tern, not with your clients.
Use Send instead.
Open the form
Click Send
Either Copy Link and paste the URL into your emails, website, or social posts, or enter client emails directly to send the form from Tern
What clients experience
No account needed at first. Clients click the link and fill in the fields without signing up.
Email verification later. If the form leads to a trip itinerary where they make selections or authorize payments, they'll be asked to confirm their email with a verification code. That light-touch step creates their basic Tern account.
Multi-page forms. Clients click Next to move between pages, and must click Submit at the end to complete the form.
Which forms start workflows
Trip Request form: creates a trip, so any trip workflow set to auto-apply when a trip is created runs on it. The form adds the traveler along with the trip, so a "Trip created, immediately" confirmation email reaches them.
Contact Information form: a new contact starts any contact workflow set to auto-apply when a contact is created. Updating an existing contact doesn't start those workflows.
Custom form: creates no trip. If the person who submitted it is new, the contact Tern creates for them starts any contact workflow set to auto-apply when a contact is created.
Any form, with form tags: in Form settings, choose a tag under Tag the person who submitted it or Tag the trip. Tern adds the tag on every submission, which starts any workflow set to auto-apply on that tag. This works for new and existing contacts, so it's the way to start a workflow for one specific form. See Run a workflow when a specific form is submitted.
Example: trip intake. Create a trip workflow named "Trip Request Intake" that auto-applies when a trip is created. Add a confirmation email set to send immediately, a task to review the intake form due 1 day after, and a task to check for a scheduled kickoff call due 5 days after.
To build workflows, see Mastering Workflows and Automations in Tern.
Best practices
Outline your process first. Write down your ideal client journey and what needs to happen at each stage before you build anything in Tern.
Handle purchased templates gradually. Copy them into your Tern library and customize them as you need them rather than all at once. A unique character in the template name is a useful marker for "not yet customized."
Test thoroughly. Publish, then test with dummy trips and a separate email address in an incognito window so you see the client journey as they do.
Name things consistently. Clear names make a form's purpose obvious at a glance.
Resources and support
Tern to Learn. Courses and recordings of past live trainings, under the Help dropdown.
Help Center. Articles on automations and workflows.
Live trainings. Weekly Q&A sessions and rotating topic-specific trainings.
Tern support. Contact support for bugs or questions. Include the time, trip name, and screenshots so they can diagnose quickly.
Tern Community. Ask questions and share best practices with other users.