Booking Fields
Configure which fields are collected from clients and participants during the booking process.
Booking fields let you control what information is collected from customers when they make a booking. There are two layers to this system: standard fields (built-in fields like name, email, and passport details) and custom traveler questions (questions you create yourself for things like dietary needs or T-shirt sizes).
Standard fields are configured here in Settings > Booking Fields. Custom traveler questions are managed separately in Data > Traveler Questions and assigned to specific trips and products. Together, these two layers give you full control over what data you collect from every traveler.
Standard Fields
Standard fields are the built-in personal information fields that Itsy provides out of the box. You configure them per workspace, and they apply to every booking made through your portal.
There are two field collections:
| Collection | Who It Applies To | Available Fields |
|---|---|---|
| Client Fields | The main contact person making the booking | First Name, Last Name, Email, Phone, Unique ID, Birth Date, Nationality, Address, City, Zip Code |
| Participant Fields | Each individual participant on the trip | All client fields plus Gender, Passport Number, Passport Issue Date, Passport Expiry Date, Passport Issuing Country, Passport Nationality |
Participant fields include everything available for clients, plus additional passport and personal details relevant to individual travelers.
Collection Modes
Each field can be set to one of four modes:
| Mode | Behavior |
|---|---|
| Don't collect | The field is hidden everywhere. No data is collected. |
| At booking (optional) | The field appears during checkout but is not required to complete the booking. |
| At booking (required) | The field appears during checkout and must be filled in before the customer can submit the booking. |
| After booking (required before travel) | The field is shown but optional during checkout, then becomes required in the customer portal before the trip. This keeps the booking step lightweight while still collecting the data before travel. |
Client fields support the first three modes. Participant fields support all four, including the "after booking" mode. This distinction exists because participant-level data such as passport details is often collected after the initial booking rather than during checkout.
These workspace-level settings act as the default for all trips. Individual trips can override the standard field configuration — see Trip-Level Overrides below.
Custom Traveler Questions
Beyond the standard fields, you can create your own questions to collect any additional information you need. These are managed in Data > Traveler Questions and support richer input types than the standard fields.
Question Types
| Type | Description | Example |
|---|---|---|
| Free Text | An open text input | "Please list any allergies" |
| Yes / No | A simple toggle | "Do you need airport transfer?" |
| Single Choice | A dropdown with predefined options | T-shirt size (S, M, L, XL) |
| Multi Choice | Checkboxes allowing multiple selections | Dietary restrictions (vegetarian, vegan, gluten-free) |
| Date | A date picker | "When do you arrive?" |
For Single Choice and Multi Choice questions, you define the list of options when creating the question.
Question Scope
Each question has a scope that determines how many times it is asked per booking:
| Scope | Behavior | Best for |
|---|---|---|
| Per Participant | Asked once for each traveler on the booking | Personal details like dietary needs, passport info, or clothing sizes |
| Per Booking | Asked once for the entire booking | Group-level details like arrival flight number, hotel wing preference, or billing address |
Assigning Questions
Questions from your library can be assigned at two levels:
| Assignment Level | Where to Configure | When It Appears |
|---|---|---|
| Trip-level | Trips > [Trip] > Questions tab | On every order for that trip, regardless of which products are booked |
| Product-level | Trips > [Trip] > Questions tab (under each product) | Only when a customer books that specific product |
Trip-level questions are useful for information that applies to the whole journey — emergency contacts, dietary requirements, or arrival details. Product-level questions are useful for product-specific details — wetsuit size for a snorkeling tour, skill level for a ski lesson, or room preference for a hotel stay.
When you add a product from inventory to a trip, any questions already defined on the inventory product are automatically copied to the trip product.
You can also create one-off custom questions directly on a trip without saving them to your question library. See Trips > Trip Questions for details.
Trip-Level Overrides
By default, every trip uses the standard field configuration you set here in Settings > Booking Fields. However, individual trips can override these defaults from their settings page.
When you enable the data collection override on a trip, that trip gets its own independent set of standard field toggles. Changes to the workspace-level booking fields will not affect trips with overrides enabled. This is useful when a specific trip needs different information — for example, a domestic day trip may not need passport fields, while an international tour requires them.
Customer Portal Experience
When a customer books through your portal, the data collection happens in a structured flow:
- Participant details step — During the booking process, the customer fills in the standard fields you have configured. Fields set to "At booking (required)" must be completed before the customer can submit the booking. Fields set to "At booking (optional)" or "After booking (required before travel)" are shown but can be left blank. The first participant is labeled "Your Details" and becomes the primary contact. Additional participants are numbered.
- Post-booking portal — After the booking is created, fields set to "After booking (required before travel)" appear in the customer portal on the order page. These must be completed before the trip.
- Traveler questions wizard — Any custom traveler questions assigned to the trip or its products appear as a step-by-step wizard on the order page. The wizard shows a progress bar tracking how many questions have been answered out of the total. Each question is presented with the appropriate input control based on its field type. Per-participant questions show a separate answer field for each traveler.
Required standard fields (both "At booking" and "After booking") and required traveler questions are tracked in the progress bar and affect the order's readiness score.
Common Tasks
Configuring a Standard Field
- Navigate to Settings > Booking Fields
- Find the field in the client or participant section
- Select the collection mode from the dropdown:
- Don't collect to hide the field entirely
- At booking (optional) to show it during checkout without requiring it
- At booking (required) to require it before the booking can be submitted
- After booking (required before travel) (participant fields only) to keep checkout lightweight and require the field later in the customer portal
- Save your changes
Fields set to "At booking (required)" are enforced in the public booking portal -- customers cannot complete their booking without filling them in. Fields set to "After booking (required before travel)" are tracked in the order's readiness score and must be completed before the trip.
Adding a Custom Traveler Question
- Navigate to Data > Traveler Questions
- Click New Question
- Enter the question text and optionally add help text
- Select a field type (for choice types, add the available options)
- Choose the scope (Per Participant or Per Booking)
- Toggle Required if an answer is mandatory
- Click Create
- Assign the question to a trip or product from the trip's Questions tab
Reviewing Answers on an Order
- Open an order and go to the Questions tab
- A progress bar at the top shows how many questions have been answered
- Questions are grouped into sections — trip-level questions in one section, each product's questions in their own section
- Click any answer to edit it inline
How It Connects
- Orders — Client field data is stored on the client record attached to the order. Participant field data is stored with each participant in the group. The Questions tab shows all custom traveler question answers with a completion progress bar.
- Orders > Clients — Client field data collected during booking appears on the client record.
- Orders > Groups — Participant field data is stored with each participant in the group.
- Trips — Each trip can override the workspace-level standard fields and have its own set of custom questions assigned. See Trip Questions for how to assign questions at the trip and product level.
- Inventory — Inventory products can have traveler questions pre-configured. When a product is added to a trip, its questions are copied automatically.
- Traveler Questions — The question library where you create and manage reusable custom questions.
- Customer Portal — Standard fields appear during the booking flow's participant details step. Custom traveler questions appear as a wizard on the order page after booking.
- Order Readiness — Required traveler questions that remain unanswered affect the participant information component of the readiness score.