Note: Required traveler forms are in closed beta. To request access, email [email protected].
What It Does
A required form is a contact information form that you attach to a trip. When travelers open the published itinerary, filling out the form is their next step. Until every required form is submitted, travelers can't make selections or authorize payment.
Who Can Use It
Access is turned on for each advisor individually during the beta.
Access follows the trip owner. If the trip owner is in the beta, anyone with edit access to that trip can add, preview, and remove its required forms.
How It Works
Once you add a required form, travelers see a Complete required form button at the top of the itinerary. One traveler fills out the form for everyone on the trip. It includes a section for each traveler, and the first submission completes it.
Until every required form is submitted, travelers can't:
Select preferences or options
Choose rooms or dates
Select add-ons or tours
Select insurance
Authorize payments
Travelers can still:
View the itinerary
Approve the itinerary
Request revisions
Only Full access travelers can fill out a required form. Limited access travelers can view the itinerary but can't open the form. Travelers must log in to fill it out.
If you require more than one form, travelers complete them in the order you added them.
How to Require a Form
Before you start:
The trip owner needs a contact information form in their forms library.
The trip must be an individual trip or a sub-trip, not a group trip.
Add a required form:
Open the trip and click Forms in the left sidebar.
Under Required forms, click + Add form.
Find the form you want and click Add. The list only shows contact information forms from the trip owner's library. A form that's already required shows Added.
Publish the trip. If the trip is already published, the form applies to the published itinerary right away. You don't need to publish again.
You'll Know It Worked When
The form shows Waiting on travelers in the Required forms section, and travelers see a Complete required form button on the itinerary.
What Travelers See
The traveler opens the itinerary and clicks Complete required form.
If they aren't logged in, Tern asks them to log in first.
They fill in a section for each traveler. They can add or remove contacts, and their answers save as they go.
They click Submit. Tern shows "Form submitted." and takes them to their next step, such as choosing options or authorizing payment.
Managing Required Forms
Each required form shows its status on the trip's Forms tab:
Waiting on travelers: No one has submitted the form yet.
Completed: Shows the date and the name of the traveler who submitted it.
Use the buttons and the ... menu on each form:
View response: Opens the submitted answers.
Preview: Opens the form in a new tab as travelers will see it. Nothing you enter in a preview is saved, and a preview never completes the form.
Ask again: Only on completed forms. The form goes back to Waiting on travelers, and the previous response stays in Responses. Use this when a traveler's details change.
Remove: The form is no longer required. Responses that were already submitted stay on the trip.
Common Issues
I don't see Required forms on the Forms tab
The trip owner isn't in the beta. To request access, email [email protected].
The form I want isn't in the list
Only contact information forms from the trip owner's library appear. If you collaborate on someone else's trip, the trip owner needs to create the form in their library first.
A traveler can't open the form
If the traveler has Limited access, change them to Full access on the trip. If they have Full access, ask them to log in and try again.
A traveler can't choose options or authorize payment
A required form is still waiting. Check the trip's Forms tab for a form marked Waiting on travelers.
A second traveler sees "This form has already been submitted."
Another traveler on the trip already submitted it. If the details need updating, click ... then Ask again.
Required forms disappeared after I transferred the trip
Transferring trip ownership removes all required forms, because each form belongs to the original owner's library. The new owner can add forms from their own library.