Forms (intake, traveler info, passport)

Trips Forms is a build-once-share-anywhere data collection surface — agents drag fields onto a canvas, publish, and send the link to clients. Submissions land back on the trip (or as a new inquiry) with the data already parsed and routed: identity fields write to the contact, passport scans land in the encrypted passport vault, signatures stamp a legal-binding audit trail.

Two kinds of form — pick on create

Trips forms come in two shapes, and the difference matters for what happens after the client submits.

You pick the kind on + New form and it's fixed for the life of that form. Forms also have a lifecycle: Draft → Published → Archived. Drafts have no public link; archiving revokes every live share link in a single action.

Build — drag fields onto the canvas

The form builder is a drag-and-drop canvas. Available field types:

• Single-line text, multi-line text, email, phone, date, number

• Single-select, multi-select, checkbox, curated combobox (airline, hotel chain, loyalty program — pulled from Core's curated reference list)

• Signature — drawn pad OR typed name, both legally binding under ESIGN / eIDAS when paired with the auto-captured audit trail.

• File upload — accepts PDFs and images; routes to the trip's Files tab OR to the passport vault depending on a per-field setting.

• Marketing opt-in — checkbox with consent snapshot; on submission, pushes the client to your Marketing audience(s).

• Section header, two-column row — layout only, no input.

Two settings on most fields matter beyond label and required-flag.

• contactKey — tells the post-processor which identity slot this field maps to. Common values: first_name, last_name, email, phone, date_of_birth. Prefix with trips: (e.g. trips:passport_number) to write to a Trips-only column instead of Core identity. Trips columns have an allowlist — typos are silently dropped so a misnamed field can't blow up the submission.

• routeTo (file fields only) — trip lands the upload in the trip's Files tab; contact lands it in the passport vault. Pick contact for passport scans, trip for everything else.

Share — mint a link

On the form's detail page, click Share to mint a link. For trip-attached forms, pick the trip first — Trips pre-fills the client's existing contact data into the form so they only edit what's stale instead of retyping. The link looks like /f/{token} served from your branded portal host.

You can override expiry at mint time (1 day to 10 years). The same form can have multiple live links — one per trip, one for a different traveler — and you can revoke any one of them individually without taking the form down.

Submit — what the client sees

The client clicks the link and lands on your branded form: agency logo, agency brand color on the submit button, the card background you picked in settings. They fill in answers, drop files into upload fields, sign at the bottom if you put a signature block in.

Two protections run silently before we accept the submission:

• reCAPTCHA v3 — Google scores the session as bot-shaped or human. Low-score submissions are rejected with a "looked automated" message before they touch the database.

• Server-side schema validation — we re-validate every field against the schema rather than trusting the client's validation pass. Required fields must be filled, curated combobox values must match the option list, signature fields must have either drawn strokes or a typed name.

Once a signature is captured, the submission row is locked — the client can't come back and edit. That's what makes the audit trail (typed name + signed-at timestamp + IP + user agent) legally meaningful.

Review — submissions land on the trip

Trip-attached submissions show on the trip's Forms tab. New-inquiry submissions create a new trip in your inquiry pipeline (status configurable per form) and a new contact. Open the submission to see every answer, the signature image and audit metadata if signed, and any file uploads.

Uploaded files are already in the right place: passport scans in the contact's encrypted passport vault, other files in the trip's Files tab. See the passport collection workflow for the passport-specific pipeline.

Marketing opt-in fields

Drop a marketing_opt_in checkbox on the form and tag it with one or more audience IDs. When the client ticks the box and submits, Trips snapshots the consent text + timestamp + IP and queues a bridge job to push the client to Marketing as an opted-in subscriber. The snapshot is the legal record; the bridge is async so a Marketing outage never blocks the submission.

Frequently asked

Related

• Passport collection workflow

• Trip files

• Sharing proposals and e-signature

• The branded client portal