Describe your trip and travelers. Makeform creates an editable traveler information form for passport data, contacts, arrivals, dietary needs, rooms, and special requests.
Route trip details to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a starting prompt, adapt it to your itinerary, or send it to the builder. The question list is a planning preview.
Audience
Travel agents coordinating a multi-country group itinerary
Format
Traveler profile with passport and flight sections
Prompt size
405 chars
Example form structure
Traveler profile with passport and flight sections
Legal name, birth date, and nationality
Passport number, issuing country, and dates
Flight arrival and departure details
Dietary, accessibility, and room requests
Suggested routing tags
Documents to review
Dietary follow-up
Arrival confirmed
Use a separate passport expiry field so coordinators can review it without decoding a scan.
Step 1
Collect
identity, contacts, and passport details
Step 2
Review
spot missing dates and itinerary gaps
Step 3
Arrange
match flights, rooms, meals, and transfers
Step 4
Confirm
send the traveler a final details check
One reliable traveler record
A traveler information form puts bookable identity details beside itinerary preferences. Required fields and conditional sections make gaps easier to spot.
Separate fields for legal name, passport number, issuing country, and expiry date create consistent entries.
Show passport fields for international trips, transfer questions for air arrivals, and roommate questions only when shared lodging applies.
Tag missing documents, dietary follow-up, or unconfirmed flights for the right coordinator.
Built around real trips
Start with the profile your trip requires, then remove unneeded questions.
Collect bookable names, passport dates, arrival details, room choices, and excursion requirements across one departure group.
Gather departure preferences, work contacts, transfers, hotel needs, and conditional international travel details.
Coordinate household travelers, airport pickups, accommodation dates, meals, childcare, and accessibility requests.
Keep student, guardian, emergency, itinerary, and requested document information together for trip-leader review.
Build the intake workflow
Draft the fields, then tailor what travelers see and how exceptions reach the organizer.
State whether travel is domestic or international, who completes the form, what the organizer books, and which deadlines matter.
Clarify identity fields and explain requested document uploads.
Keep the form shorter by revealing passports, transfers, roommate choices, or companion details only when a prior answer makes them relevant.
Send submissions to the trip inbox and tag missing or changed details.
Form vs email vs spreadsheet
A structured form gives every traveler the same prompts and organizers comparable submissions.
Field guide
Use these six sections as a checklist. Ask only for needed information and label optional fields.
Traveler identity
Collect the identity details required for bookings. Keep legal and preferred names distinct.
Passport & documents
Collect passport attributes separately from any image. Request only needed uploads and explain the file requirements.
Contacts
Capture a reachable traveler and separate emergency contact, including their relationship.
Itinerary
Use structured carrier, flight, station, and date fields. Allow an itinerary-not-booked status.
Preferences
Label optional room, meal, and seating preferences clearly and allow additional details.
Support & review
Give travelers room to explain support requests, choose follow-up contact, and review entries.
Related tools
Pair traveler profiles with booking, arrival, preference, and document forms.
Collect trip purpose, dates, destinations, estimates, and internal approval details before booking begins.
Open toolGather dates, route choices, party size, accommodation needs, and booking requests from travelers.
Open toolConfirm arrival schedules, guest details, transfer needs, and outstanding information before check-in.
Open toolGive travelers a focused place to explain meal requirements and the details a catering team needs.
Open toolCreate a dedicated upload path when the trip workflow calls for specific traveler documents.
Open toolCollect flight arrivals, pickup points, party size, luggage notes, and transfer contacts.
Open toolFAQ
Practical answers for agents, planners, and group organizers collecting details before a trip.
It is a structured intake for the identity, contact, document, itinerary, accommodation, and preference details needed to coordinate a trip. It creates one consistent record per traveler or household.
Collect bookable name, traveler and emergency contacts, trip dates, arrival and departure details, and relevant room or meal preferences. International trips may need passport number, issuing country, and expiry date.
Yes. A household lead can provide repeated companion details while conditional sections adapt by traveler. For separate review, use one submission per person with a shared group reference.
Request only what the trip needs, explain the purpose, limit access, and follow your handling and retention process. Structured passport fields are easier to review than an image alone.
Yes. A trip-type question can reveal passport prompts for international itineraries. Conditions can also show transfer or roommate questions only when relevant.
Combine clear selections with open text, then ask whether follow-up is needed and how to contact the traveler. Keep optional preferences separate from essential travel requests.
Yes. Makeform offers unlimited free forms and responses, including generation, editing, and publishing. The paid tier removes the Makeform badge.
Responses arrive in the Makeform inbox and can flow to Google Sheets, Slack, or Zapier. Organizers can flag missing documents, unconfirmed arrivals, or follow-up needs.
Collect the details before booking day.
