Do you have travelers who have already paid you outside of WeTravel and need to be added to your trip for management purposes? Client migration from one system to another is a simple process. Use the "Add Participant" function to manually add clients to your trip dashboard. You only need their name and email to complete the process.
To start, please go to your Trips, locate the trip and choose "Add Participant".
Choose the number of packages and click "Continue." If your trip is recurring, you will be able to select the departure date at this step.
You can now enter the traveler's name and email address. You may skip the rest of the fields in the participant questionnaire if you don't have that information available (no worries, your client can always log in to their WeTravel account and make changes to the questionnaire).
Click here to learn how you can request missing questionnaire answers from your travelers after you have added them to the trip.
Click on "Continue" once ready with filling in the information.
Choose the add-on options. Note that this step will only appear if the trip has add-on options available.
You can now process your client's payment.
Payment Options:
Pay amount due: This allows you to record the deposit first. The client's balance due will be the remaining amount. Option to use a payment plan.
Pay full amount: This allows you to record the full price of the trip. The client's balance will be paid in full.
Pay (enter amount): This allows you to record a custom amount being paid at your discretion. You can see the amount entered as "Due at Booking" on the right side of the payment window. The client's balance due will be the trip price minus the amount entered.
No payment made yet: This allows you to sign up a traveler without any payments up front. The client's balance due will be the full trip price.
You can now choose the payment method. There are several options, please choose the External Payment option. If you're interested in collecting a payment from the client while registering them, please check out this article.
The "External Payment" allows you to record any other previously made payment, whether cash, a wire transfer, PayPal, or Venmo. Using the "External Payment" option, no transaction fee is applied. You can choose if you'd like your client to receive a booking confirmation email by checking the box.
We highly recommend using the note field to indicate what the previous payment was (e.g., "PayPal received on July 8") so you and your client will know what this payment refers to.
Click on "Confirm Booking" and you have signed up your client! You will see the following message: "Participant successfully added".
You can now manage that traveler's booking as usual!
Frequently Asked Questions (FAQ)
How can my client access their booking?
They can easily access their booking by signing in to WeTravel with the email address you signed them up with. If they're having trouble with logging in please feel free to refer them to info@wetravel.com for troubleshooting.
What are the fees using Add Participant function?
Regular WeTravel pricing applies unless you're recording a cash/check/external payment, for which we don't charge any fees.
Can I change the participant questionnaire information after I've confirmed the booking?
Yes. Here's how.
I've set up a payment plan for other clients. I just added a new client manually, will the payment plan be automatically applied?
If your pricing package has a payment plan already set up then it will be automatically applied. If not, you can always add one from the trip dashboard. Here's how.
How is the payment plan affected if I sign a client up with a custom amount?
The payment plan will have the same dates as before. The balance due will be reduced by the amount you've just entered. The payment will first be applied to the deposit. If it's larger than the deposit, it will be applied to the deposit and the first installment. If it's even larger, it will be applied to deposit, first installment and second installment, and so forth.
I've added multiple travelers at once. Will they all get booking confirmations?
Only the person who is added in "Buyer Information" will get a confirmation email. It's more advisable to add travelers one by one if you want all of them to get a confirmation email.
I'm adding multiple travelers at once. Can they pay with different payment methods?
They can only pay with different payment methods if they create a contribution page for the booking, or if you add them separately with their own email address.
Is the payment information saved?
For external payments, no payment method is entered or saved. They can add their payment method by following these steps.
For checking accounts and card/debit payments, we save your client's payment information, which will be set as the default payment method for future payments, including auto-billing if enabled.
For wire payments, we do not save your client's information. Each wire payment requires a new set of instructions to prevent delays or errors.
Are my Terms and Conditions that I have added on my profile included in this function as well?
Yes, they are. You can add your own Terms and Conditions to the checkout process and they are agreed to when you click on "Confirm Payment".
Can I manually add travelers after the pricing package deadline has passed?
No, please adjust the pricing package deadline first.
Can I manually add travelers if I've reached the maximum number of trip travelers or reached the availability of the pricing package?
No, please adjust the trip availability first. Here's how.
Can I change the note after confirming the payment?
No, unfortunately, the note cannot be changed after confirming the payment.