Traveler Forms is where you build the forms and questions you send to travelers, from checkout through to after the trip. You can link questions to CRM fields, so travelers’ answers are saved straight to their contact record.
Where to find it: go to CRM → Traveler Forms.
There are three tabs: Form templates, Question library, and Trip-only questions.
Form templates
A form template is a reusable group of questions. You can add one to any trip instead of setting up questions from scratch each time.
The Checkout info form
Every account has a Checkout form. It can’t be deleted, and it always includes First Name, Last Name, and Email. You can’t remove or edit those three questions.
Sample forms
Sample forms are available for all organizers, and travelers see them the same way as any other form — there's no difference in what's shown. WeTravel suggested these for you to try out the feature — they're samples to review, not something to use as-is. You can edit or delete them, and their default settings can be changed at any time:
Post-booking Info: sent 30 days before the trip starts. Asks for phone number, date of birth, country/nationality, emergency contact, address, dietary requirements and allergies.
Post-trip Review: sent 1 week after the trip ends. Asks how the trip went and for any other feedback.
Create a form
In Form templates, click Create Form Template
Add questions from your library, or create a new library question from inside the form.
Choose the form settings: when it’s sent, reminders, and whether answers lock after a set date.
Save.
Add a form to new trips automatically
Set a form as default and it’s added to every new trip you create. To do this, open the form template, then go to Settings and turn on Automatically add this form to all new trips. Trips you’ve already created aren’t affected.
To add a form to a trip you’ve already created, drag it in from the library panel in the trip builder.
Question library
The Question library holds every reusable question in your account. Questions are listed by last updated, most recent first.
Add a question
In Question library, click Create Library Question
Enter the question title, choose the answer type, and say whether it’s required.
Optionally, link the question to a CRM field (see below).
Save.
Link a question to a CRM field
Linking means each traveler’s answer is saved to the matching field on their CRM contact.
Search for an existing CRM field. Each result shows its type in brackets, for example Date of Birth [Date].
If the field doesn’t exist yet, choose Create CRM Field at the bottom of the results.
A few rules once a question is linked:
The CRM field decides the question’s type. If you pick a field with a different type, the question changes to match it.
The CRM field controls the answer options. For dropdown or multiple-choice questions, add or edit options on the CRM field (CRM → Fields), not on the question. The changes then update every trip that uses the question.
To switch a question to a different CRM field, remove the current link first, then add the new one.
Editing and deleting library questions
You can always change a question’s title and whether it’s required.
The answer type can’t be changed once a question has answers.
Editing a library question doesn’t change trips that already use it — the exception is answer options, where changes do apply to trips already using the question.
If you delete a library question, it stays on any trips that use it as a trip-only question. It’s removed from your library and unlinked from the CRM, but the CRM field and its data are kept.
A question used in a contact or inquiry form on your website can't be deleted or unlinked from its CRM field until you remove it from that form.
Removing answer options: if you delete an answer option on a CRM field, that answer is also removed from every contact who selected it. You’ll see a warning first.
Using Traveler Forms on a trip
Once your forms and questions are set up, you add them to trips in the trip builder.
Where to find it: Open a trip in the trip builder and go to the Traveler Forms tab. The Library panel on the right has two tabs, Forms and Questions, plus a search bar. To edit your templates, click Manage form templates.
The step has two sections:
Checkout form: information collected while the traveler books.
Post checkout forms: information collected after the booking is confirmed.
Add a form
In the Library panel, open the Forms tab.
Drag a form into Checkout form or Post checkout forms.
Click Publish to save the changes to your trip.
Forms already on the trip have a green tick in the Library panel.
Add a single library question
In the Library panel, open the Questions tab.
Drag the question into a form.
Click Publish.
If a question is linked to a CRM field, you’ll see a green tag under it with the field name, for example Date of Birth 🔗. Answers to those questions are saved to the traveler’s contact.
Add a trip-only question
A trip-only question exists on a single trip rather than in your Question library. To add one, click Create question inside a form in the trip builder.
Trip-only questions work as normal for travelers, but you can’t reuse them on other trips or link them to a CRM field. Their answers stay on the trip and aren’t saved to a contact.
To reuse a trip-only question, link it to a CRM field, or add travelers’ past answers to their contacts, merge it into your library from CRM → Traveler Forms → Trip-only questions. You don’t have to merge anything — trip-only questions keep working on their trips, so if they’re only on past trips you won’t run again, you can leave them as they are.
Where answers show up
When a traveler submits a form, the submission appears in their contact’s Activities in CRM. Answers to CRM-linked questions are also saved to the matching contact fields.
Merging trip-only questions into your library
A question becomes trip-only when you add it directly in the trip builder, automatically from your past trip questions, or when a library question it was based on has since been deleted.
You can merge selected trip-only questions into a new library question, or into an existing one. Either way:
The questions you select need to be compatible with each other, or you'll see a warning before you start.
Multiple choice can be merged into a dropdown, except a multiple-choice or checkbox question with an "Other" free-text option.
If any question you're merging has "Other" turned on, the merged question keeps an "Other" option.
Library questions linked to a CRM opportunity field can't be merged into.
What happens after you merge:
Each trip-only question is replaced by the library question on its trips, and the question's title updates to match — travelers see the library wording from then on.
The merged questions no longer appear in the Trip-only questions tab.
If the library question is linked to a CRM field, travelers' past answers are added to their contacts — this updates fields that already have a value, as well as filling in any that are empty.
Each update appears in the contact's Activities, labelled Question merge, along with who did the merge.
Merges run in the background, so CRM updates can take a few moments to appear.
Merging vs. linking directly: linking a library question to a CRM field from the Question library only saves answers received from then on — past answers aren’t added. To bring a trip-only question's past answers into the CRM, use the merge flow instead.
If you used Participant Tasks before
Your Participant Tasks have been moved to Traveler Forms automatically. You can find your previous questions in Trip-only questions.
Post-booking forms, including file upload questions, are available on the Basic plan.
FAQ
Who can access Traveler Forms?
Any team member with CRM access. You can also control permissions specific to individual fields and forms.
Why can’t I edit the answer options on a library question?
It’s linked to a CRM field, and the field controls the options. Edit them under CRM → Fields.
Can I hide an answer option on just one trip?
Yes. In the trip builder, hide the option on that trip. Hiding options isn’t possible in the library or on the CRM field.
I edited a library question. Why didn’t my existing trips change?
Edits apply to trips that add the question from then on. Trips already using it keep their current version — except changes to answer options, which apply to those trips too.
Why can’t I add a question to my contact or trip inquiry form?
Those forms can only use library questions linked to a CRM field. Create and link the question in your Question library first.
Can I delete the Checkout info form or its default questions?
No. The Checkout form is required, and First Name, Last Name, and Email are always included.
Why can’t I change a question’s answer type?
Once a question has at least one answer, its answer type is locked. This keeps existing answers consistent — create a new question instead if you need a different type.
Why can’t I delete or unlink a question that’s on my website?
If a question is used in a contact or inquiry form on your website, remove it from that form first. Once it’s no longer in use there, you can delete it or unlink it from its CRM field.
When does a question become trip-only?
A question becomes trip-only when you add it directly in the trip builder, when it’s created automatically from your past trip questions, or when the library question it was based on has since been deleted.
When I merge a trip-only question, will it overwrite existing contact info?
Yes. If the library question is linked to a CRM field, travelers’ past answers are added to their contacts — including updating fields that already have a value, not just empty ones.