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Intake forms let your travelers fill in their own details: passport data, contact details and your organization’s own traveler fields. Travelers open the form from a link, on a page with your branding. Their answers wait in Odia until someone on your team reviews them and selects Apply details. A Journey's Travelers tab with three intake forms

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How it works

1

Create a form on the Journey

Choose a template and the fields you want to collect.
2

Share it

Send one general link to everyone, or a personal link to each traveler.
3

Your traveler fills it in

The form opens on a page in your brand and asks only for the fields you chose.
4

Review and apply the answers

In Intake results, check each answer, then select Apply details to save it to the traveler.
A Journey can have as many forms as you need, for example one for passport details and another for room preferences.

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Create an intake form

1

Open Intake forms

Open the Journey, select the Travelers tab, then Intake forms.
2

Start a form

Select Create intake form. If the Journey already has a form, select the + button next to Intake forms instead.
3

Choose a template

The template decides which fields start ticked. You can add or remove any of them afterwards.Preferences and Emergency have no built-in preference or emergency-contact fields. Add your own traveler custom fields to collect them.
4

Choose the fields

Tick a field to add it to the form. Each added field shows Required or Optional; select it to switch.Custom fields lists the fields created in Settings > Content Management > Custom Fields for Contact, subtype Traveler. Reference fields are not offered. With no traveler custom fields, the section shows No traveler custom fields.Every form must identify the traveler. Keep First name and Last name added and Required. Except on the Passport template, a required Email also works instead.
5

Name the form

The Title is the heading your traveler sees. It starts as Passport details and changes to the template’s name when you pick another template. Description is optional and appears under the title.When the Journey has a travel agent, Show travel agent on the form appears and is on. The form then leads with the travel agent’s agency name and logo, and shows your organization under In collaboration with. Turn it off for forms that go straight to your client.
6

Check the advanced settings (optional)

Open Advanced settings to set limits:
7

Save

Select Save and continue. Odia creates the form and opens its sharing options.
Create intake form with the Passport template, Phone number and a custom field added

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Share the form

After saving, Share opens with two ways to send the form. To share again later, select Share on the form’s row.

One link for everyone

The General link works for anyone who has it, including travelers who are not on the Journey yet. You match each response to a traveler when you review it.

A personal link per traveler

One link for each traveler on the Journey. The form opens with For and the traveler’s name, already filled in with their saved first name, last name, email, phone number and date of birth when the form asks for them. A personal link accepts one response.
Share Passport details with a general link and a personal link for each traveler Each link has two actions: Odia does not send the form or any reminders on its own. Travelers only get a link when you email or share it. Personal links are listed only for travelers already on the Journey. With no travelers, Share shows Add travelers to this Journey to share personal links.
Anyone who has the general link can submit answers until the form closes. Share it only with the people traveling on this Journey.

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What your traveler sees

A public Journey and its intake form on a phone, both in the same brand The form uses your organization’s branding and logo, the same ones your public Journeys use. Colors and fonts are set in Settings > Organization > Branding.
  • The header shows the logo and organization name, with a Submit button.
  • A personal link shows For and the traveler’s name above the form title.
  • The Journey’s title and dates appear under the title.
  • Fields are grouped under Traveler, Passport and Preferences. Your custom fields appear under Preferences.
  • Required fields are marked with an asterisk (*).
  • The form explains: Your details are sent securely and used only for this trip.
After Submit, the header shows Submitted, the page shows the Confirmation message (Thank you. by default) and the line Your travel designer will review your details. Travelers cannot upload files such as a passport scan. The form collects text, dates and choices only. Keep documents in the traveler’s Files tab. When a link can no longer be used, the traveler sees This intake link is no longer available. See When a link stops working.

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Review and apply responses

Answers never change a traveler on their own. Nothing is saved until someone selects Apply details.
1

Open the responses

The form’s row shows how many responses it received, for example 1 response received. Select View responses to open Intake results. Responses waiting for you are listed under Pending review.
2

Check who the answers belong to

A response from a personal link is already matched. Contact to update shows its traveler.For a response from the general link, choose the traveler:With a Possible match, Search travelers and Create new traveler are in the ⋯ menu next to it. Once a traveler is chosen, Change contact lets you pick someone else.
3

Choose the passport (passport answers only)

When the traveler already has a passport on file, Passport to update lets you choose which one the answers update, or Add a new passport. If Odia cannot tell which passport is meant, it asks: Choose a passport to apply these details.
4

Check the ticked answers

Submitted details lists every answer. The Apply column shows what will be saved:A passport number shows only its last four digits.
5

Apply

Select Apply details. Odia saves the ticked answers to the traveler. Contact details and custom fields go on the traveler’s contact, and passport answers go under the traveler’s Travel documents. If the traveler is not on this Journey yet, applying adds them.The response then shows Details applied with its Saved contact details.
Intake results with the submitted details, the Apply ticks and a changed phone number Two other actions sit next to Apply details:
  • Close review closes the response without changing anything. It stays in Pending review.
  • Dismiss asks Dismiss this response? and removes the answers from intake results. Nothing is saved to the traveler.
Responses waiting for review expire after 30 days. An expired response shows Expired, and its answers can no longer be applied. Review responses within 30 days of their submission.
While they wait for review, answers are stored encrypted. Applying, dismissing or expiry removes the stored answers. A response showing Details applied, the saved contact details and the passport

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Manage forms

Each form’s row shows Enabled or Disabled, the number of responses received, View responses, Share and a ⋯ menu:
There is no option to turn a disabled form back on. Create a new form if you need to collect answers again.
In Personal traveler links, each traveler’s link shows a status and an action: A form’s links stop accepting answers when any of these applies. The Share window names the reason. A personal link also stops after it has received its response. Its row shows Response received. The Journey’s travel dates do not close a form. Links keep working after the trip ends until one of the situations above applies.

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Permissions

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Common questions

Only if you choose so. An answer that differs from a saved value is not ticked, and shows the saved value as Currently saved. It replaces the saved value only when you tick it and select Apply details.
Not on the same response. A personal link accepts one response. To collect new answers, open Personal link settings and select Request another response for that traveler, then send them the new link.
No. Journey dates do not close a form. Use Expires or Disable form to stop it.
No. Intake forms collect text, dates and choices. Keep documents such as passport scans in the traveler’s Files tab.
Contact details and custom fields are saved on the traveler’s contact. Passport answers are saved under the traveler’s Travel documents. The same traveler record is used on every Journey they are on.