Pro Only: This feature is available on the Pro plan. You can find more information here: How to update and manage your WeTravel subscription?
With Participant Tasks, you can collect key details—like dietary restrictions, emergency contacts, passport info, or room preferences—after a participant books without cluttering the checkout experience. Tasks help you stay organized by grouping questions, setting due dates, and tracking completion in one place. Automated reminders prompt participants to respond on time, reducing manual follow-ups and missed information.
To get started, open the Trip Builder and navigate to the Participant Info step. First, add any questions you'd like to ask during checkout. Then, scroll down to create participant tasks, where you can add follow-up questions to be answered after booking.
Click “Add task” to open a pop-up window where you can fill in the task details. You’ll be able to set a task name, choose when it's due (immediately after checkout, or a customised number of days before or after the trip's start or end date, or a customised number of days after the booking date), and enable automatic reminders.
If reminders are enabled, WeTravel will automatically send emails to participants:
7 days before the due date
3 days before the due date
On the due date
And a final “late notice” 2 days after the due date
This helps ensure important information is collected on time, with no need for manual follow-ups.
Please keep in mind that when you create a new task, auto-reminders will be turned on by default. For optional tasks (containing only non-mandatory questions), we do not trigger reminders based on the reminder schedule. However, if there are other required tasks for which we do trigger reminders, then the optional tasks will also be included in the task list in the email.
Note: For tasks due immediately after checkout, customers will receive up to two additional reminders: one on the due date and another if the task is still incomplete two days later. These reminders are sent separately from the booking confirmation email.
Next, include as many questions as necessary for each task. You may designate specific questions as required, which means participants must complete them for the task to appear as completed on your end. You can edit and change the order of the questions as needed.
If necessary (and at least one task is created), you can transfer your questions to another task. This change will affect both current and future bookings. Responses from existing bookings will be retained but will now appear under the new task in the questionnaire or booking details.
What it looks like to your customers
Your customers will receive reminder emails based on the due dates you set for each task. These emails will have links to log into their booking dashboard, where they can view and complete any outstanding tasks. The initial booking confirmation email will also display any pending tasks, if applicable.
On the participant dashboard, your customers will see a blue prompt listing up to five possible actions. One of these is “Complete your info” — this is where customers will find and fill out the specific participant tasks you’ve set up. Other prompts will include making a payment, signing documents (if applicable), purchasing travel insurance (if applicable), or leaving a review after the trip ends.
Note: Only buyers can complete this information on their account for themselves and any participants in the booking.
Once the customer submits their information, you won’t receive a notification, but the responses will be automatically saved in your Participant Table.
Frequently asked questions
Is this feature available to team members?
Team members authorised to edit the specific trip will have the ability to modify the tasks and questions, including adding or deleting them.
Am I able to complete tasks on behalf of my customer?
Yes, you can update the participant questionnaire information and complete the tasks on your client’s behalf. Here’s how.
Can I send manual reminders to my customers to complete their tasks?
Yes! You can send bulk messages to customers who haven’t completed required fields, whether in the participant questionnaire at checkout or in post-booking tasks. Click here to learn more.
Is it possible to adjust the due date for participant tasks or edit the task questions once bookings have been made?
Yes, any changes to the tasks and notification schedule will apply to all existing and new bookings.
Can tasks be added to past trip bookings?
Tasks cannot be added to bookings if more than 14 days have passed since the trip end date.
If I edit an existing task (e.g., change the text, add new questions, or adjust question types), are participants notified?
No automatic notifications are sent. However, participants will see the updated version the next time they visit their Manage Booking page.
What happens if I add a task after a participant has already booked?
Only tasks with upcoming due dates will trigger reminders. If the task deadline has already passed, you will need to manually follow up with participants.
Will my customers receive multiple emails if several tasks are due on the same date for a booking?
No, your customers will receive only one email for all tasks due on the same date. This email will include tasks for the entire booking, covering all participants.
What happens to tasks when a participant is rebooked to a new trip?
Tasks from the original trip are frozen and no longer editable. The new trip's tasks and reminders will apply moving forward.
What happens if a task with existing responses is deleted?
Both the task and all submitted responses are permanently deleted and will no longer be visible to you and your customers.
If a trip is copied, are tasks also copied?
Yes, all tasks and their associated questions are duplicated to the new trip — useful for reusing tasks across multiple trips.
Will participant tasks work for payment links?
No, participant tasks are only available for full trip bookings.
Feel free to reach out with any questions through email at (info@wetravel.com) or by using the chat feature located in the bottom right corner of the helpdesk.