> ## Documentation Index > Fetch the complete documentation index at: https://help.odia.app/llms.txt > Use this file to discover all available pages before exploring further. # Traveler Intake Forms > Collect travelers' passport and contact details with a form in your brand, then review the answers before they update the traveler. 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](https://mintcdn.com/odia/cKCraepR3YGj-i4F/images/documentation/traveler-intake-forms-list.png?fit=max\&auto=format\&n=cKCraepR3YGj-i4F\&q=85\&s=1eb4ed2966180f3bb192aef81a3f59a6) ## 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. ## 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. | Template | Starts with | | - | - | | **Passport** | First name and Last name (required), Email, Date of birth, Passport number and Passport expiry date (required), Issuing country, Nationality, Given names, Surname and Sex | | **Traveler** | First name and Last name (required), Email, Phone number and Date of birth | | **Preferences**, **Emergency** or **Custom** | First name and Last name (required) and Email | **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. | Section | Fields | | - | - | | **Traveler identity** | First name, Last name, Email, Phone number, Date of birth | | **Passport data** | Passport number, Passport expiry date, Issuing country, Nationality, Given names, Surname, Sex | | **Custom fields** | Your organization's custom fields for travelers | **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: | Setting | What it does | | - | - | | **Expires** | The form stops accepting answers from this date. Leave it empty to keep the form open. | | **Max submissions** | How many responses the form accepts in total. Empty means 100. The most a form can accept is 1,000. | | **Confirmation message** | The heading your traveler sees after submitting. Empty shows **Thank you.** | **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](https://mintcdn.com/odia/cKCraepR3YGj-i4F/images/documentation/traveler-intake-create-form.png?fit=max\&auto=format\&n=cKCraepR3YGj-i4F\&q=85\&s=30382493339cba68137882feee684cf7) ## 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. > [card] 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. > [card] 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](https://mintcdn.com/odia/cKCraepR3YGj-i4F/images/documentation/traveler-intake-share-links.png?fit=max\&auto=format\&n=cKCraepR3YGj-i4F\&q=85\&s=684aa7773a40f91d23026dbb55089d04) Each link has two actions: | Action | What happens | | - | - | | The **copy** button | Copies the link, for you to paste into your own message. | | **Email** | Opens a new email in Odia with the subject **A few details for your trip** and a **Fill in the form** link. A personal link's email is addressed to that traveler. The general link's email is addressed to the Journey's travel agent when they have an email address. You can edit the email before sending it. | | **Add email** | Appears for a traveler with no email address. It saves the address on the traveler's contact, so you can email their link. | 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.** > [!WARNING] > > Anyone who has the general link can submit answers until the form closes. Share it only with the people traveling on this Journey. ## What your traveler sees ![A public Journey and its intake form on a phone, both in the same brand](https://mintcdn.com/odia/cKCraepR3YGj-i4F/images/documentation/traveler-intake-branded-form.png?fit=max\&auto=format\&n=cKCraepR3YGj-i4F\&q=85\&s=e2aae2db4ef5b099fab2b041852d4fe4) 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](#when-a-link-stops-working). ## 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: | You see | What to do | | - | - | | **Possible match** | A traveler in your contacts has the email address that was submitted. Select **Use existing contact** to choose them. | | **Choose a traveler** | No contact has that email address. Select **Search travelers** to find someone, or **Create new 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: | Answer | Apply | | - | - | | Missing on the traveler | Ticked | | Different from what is saved | Not ticked. The saved value shows under it as **Currently saved**. Tick it to replace the saved value. | | The same as what is saved | No tick. Nothing to change. | 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](https://mintcdn.com/odia/cKCraepR3YGj-i4F/images/documentation/traveler-intake-review.png?fit=max\&auto=format\&n=cKCraepR3YGj-i4F\&q=85\&s=1190b90ddf18db2464001393142d290a) 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. > [!WARNING] > > 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](https://mintcdn.com/odia/cKCraepR3YGj-i4F/images/documentation/traveler-intake-applied.png?fit=max\&auto=format\&n=cKCraepR3YGj-i4F\&q=85\&s=707eb20cb1bc5babbfaf1b6832dfa4bf) ## Manage forms Each form's row shows **Enabled** or **Disabled**, the number of responses received, **View responses**, **Share** and a **⋯** menu: | Menu option | What it does | | - | - | | **Edit form** | Opens **Edit intake form** to change the title, fields and settings. Select **Save form**. | | **Replace general link** | Stops the current general link and copies a new one. Personal traveler links keep working. | | **Disable form** | The form and its links stop accepting answers. Previous responses stay available. | | **Personal link settings** | Opens **Personal traveler links**, with each traveler's link status. | > [!WARNING] > > 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: | Status | Action | | - | - | | **No link** | **Create and copy** creates their link and copies it. | | **Ready** | **Copy link** | | **Submitted** | **Request another response** replaces their link with a new one and copies it. Their previous link stops working. | | **Expired** or **Disabled** | **Replace link** | | **Legacy link active** | **Replace link** | ## When a link stops working A form's links stop accepting answers when any of these applies. The **Share** window names the reason. | Situation | **Share** shows | | - | - | | The form is disabled | **Form disabled** | | The **Expires** date has passed | **Form expired** | | The form reached **Max submissions** (100 when left empty) | **Response limit reached** | | The Journey is archived | **Journey archived** | | The Journey is marked **Not booked** | **Journey marked Not booked** | 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. ## Permissions | To do this | You need | | - | - | | Create, edit, share or disable forms, and replace links | Permission to edit Journeys | | Review responses and select **Apply details** | Permission to edit Journeys and to edit travelers | | Use **Create new traveler** from a response | Permission to create travelers | ## Common questions > [accordion] Will a response overwrite details we already have? > > 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**. > [accordion] Can a traveler change their answers after submitting? > > 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. > [accordion] Does the form close when the trip ends? > > No. Journey dates do not close a form. Use **Expires** or **Disable form** to stop it. > [accordion] Can travelers upload documents? > > No. Intake forms collect text, dates and choices. Keep documents such as passport scans in the traveler's **Files** tab. > [accordion] Where do the answers go after Apply details? > > 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. ## Related Documentation * [Travelers](https://help.odia.app/features/travelers.md) - Traveler contacts and Journey travelers * [Settings - Custom Fields](https://help.odia.app/features/settings.md#custom-fields) - Creating traveler custom fields for your forms * [Journey Designer](https://help.odia.app/features/journey-designer.md) - Branding your public Journeys This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.