Tour types, tasks & forms

A tour type is one of your products, such as Private Highlands 5-day or Beyond The Tartan. Set up a checklist and forms once, and every traveler booked on that tour type gets them automatically.

Where tour types come from

Tour types are created from your bookings. Whenever you set a tour type on a booking, it appears on the Tour Types page. To add a brand-new type, open a booking's Edit page and choose + Add new tour type… in the Tour type dropdown.

Task checklists

Open a tour type and go to the Tasks tab.

1. Click Create checklist if the tour type doesn't have one yet.
2. Click Add task and give it a title and an optional description.
3. Choose Who it's for. A Traveler task shows on the traveler's portal for them to complete. A Staff task is for your team.
4. Set when it's due: a number of days before or after departure, or on departure day.
5. Use the arrows to put tasks in order. Changes save as you go.

Tasks are created for each traveler when they're added to a booking of this tour type.

Automated emails

Turn on Automated task on a traveler task, choose Send email and pick an email template. TravelSpurt then emails each traveler when the task falls due, counted from the departure date or the trip end date, with an optional reminder. See Email automation. This needs email templates switched on for your account.

Applying changes to existing bookings

Editing a checklist only affects travelers added from then on. To update bookings that already have travelers, click Sync all bookings. This:

• adds any new checklist items;
• updates pending tasks whose item you changed, such as a new title or due date;
• removes pending tasks whose item you deleted.

Completed tasks, and tasks that have already been emailed, are never touched. You can also sync a single booking with Sync tasks on its booking page.

Traveler forms

Forms collect information from travelers on their portal: meal choices, passport numbers, T-shirt sizes, photo ID and so on. Go to the Form tab of a tour type.

One form per vendor

You can add a separate form for each supplier that needs information at a different time. For example, a hotel might need dinner choices three weeks before arrival.

1. Click Add vendor form.
2. Enter the vendor name (such as Kintail Lodge) and an optional purpose (such as Nights 1 & 2 preorder).
3. Under Send when this task is due, link the form to a checklist task. The form only appears on the traveler's portal once that task is due. Choose Always show to make it available straight away.
4. Click Add form.

Travelers see one form at a time on their portal, whichever is currently due. When they finish it, the next due form takes its place.

Adding questions

Click Edit on a form, set its title and intro text, then click Add question. Answer types:

Mark a question Required if the form shouldn't count as complete without it. When a traveler completes a form, you get a notification, and their answers appear in the booking's Form Responses card.