The Participant Fields are pre-set fields that when applied to a product allow the customer or back-office user to add the requested information during the Checkout stage of the booking process.
Example: Allergies, Health issues, etc.
Important notes:
This feature cannot be used if any of the Custom Fields included in the product have the feature "Available for each participant" activated.
Validating or identifying the customer is required for the participant fields to be used during the booking process.
The Participant Fields are available on the Settings & Policies section of each product.
Inserting the participant field(s) in a product
To insert a participant field in a product click on Add participant fields.
Then, select one or more of the available options from within the menu (e.g. Dietary Restrictions, Allergies, etc.).
If the completion of the participant fields needs to be mandatory, then activate this functionality from the relative field.
Note: If at least one participant field is selected, then the First and last name will also be automatically added as a mandatory field.
Validating or identifying the customer is required for the participants fields to be used during the booking process
A. Guest Validation is required for bookings through the widget
(i.e. for online bookings made by the customer)
Important note:
This feature can be used on the widget only if the guest validation step is enabled (meaning that either a PMS integration is activated, or the Itineraries feature is used) and the customer passes the guest validation step before proceeding to make a booking.
If the customer selects to PROCEED AS VISITOR, and therefore the guest validation step is skipped meaning that a specific customer has not been validated, then the participant fields will not be available and therefore will not be shown during the booking process.
Widget - Guest validation required
B. Selecting the customer is required for bookings through the back-office booking buttons
(i.e. for back-office bookings made by the Business)
Important notes:
Dashboard BOOK NOW button
This feature can be used on the dashboard BOOK NOW button only if the guest validation step is enabled on the booking process (meaning that either a PMS integration is activated, or the Itineraries feature is used) and the back -office user passes the guest validation step before proceeding to make a booking.
If the user selects to SKIP this validation step, meaning that a specific customer has not been identified/selected, then the participant fields will not be available and therefore will not be shown during the booking process.
BOOK FOR ITINERARY & BOOK FOR GUEST buttons
Apart from the dashboard BOOK NOW button, the participant fields can also be completed when using the BOOK FOR ITINERARY button (if the Itineraries feature is used) or the BOOK FOR GUEST button.
BOOK NOW button - Guest validation required
(Found within the Customers section - available only for particular accounts)
(Found within the Itineraries section - available only for particular accounts)
Completing the participant field(s) during the booking process
To complete the participant fields during the Checkout stage of the booking process proceed as follows:
Step 1: Select if the customer making the booking is also participating to the experience or not. This will determine if the participant fields will appear for the customer making the booking.
If Yes is selected, meaning that the customer making the booking is participating in the experience, then the customer will be included as the first participant and his/her relative information will be pre-filled under Participant #1.
If No is selected, meaning that the customer making the booking is NOT participating in the experience, then the participant fields will appear and will need to be completed for each participant.
Example: A parent making a booking for a kid's activity for their two children. In this case only the two children are the actual participants, so the participant fields need to be completed with the children's information.
Step 2: Select the participants from the drop down menu.
The customer or user can select one or more of the participant(s) from the selection menu. Once selected, the participant fields will be populated with the participant’s information, as long as the specific information is available. If the information is not available (from previous bookings) the fields will remain empty and will require completion.
Alternatively, if the participant(s) are not included in the selection menu, they can be added/created by completing the relevant fields.
Where the participant field(s) are stored
The information captured for each participant during the booking process will be stored within the specific customer found in the Customers section.
More information on this can be found here.
Where the participant field(s) are displayed
The participant fields will be displayed within the booking found on the Bookings section, the Guest App and the Itinerary (if the “Itineraries” feature is available in your account).
More information on this can be found here.