Guest forms
A guest form is the online form a guest fills in before arrival — personal data, ID/passport, dive certifications, waivers, and anything else your Customer Data sections include. Gurita creates one automatically for every guest on a confirmed booking; you don't create guest forms by hand.
The guest form list
Guest form list
Who can access this: Requires the Customers permission (or, for travel agents, Agencies (self)). Reachable at Master Data → Customers → Guest forms or CRM → Guest forms.
| Status | Meaning |
|---|---|
| Draft | Open — the guest hasn't confirmed yet (shown with a fill-rate percentage) |
| Confirmed | The guest submitted the form |
| Cancelled | The linked booking was cancelled |
| Padlock (Resolved) | Staff has locked the form after checking it — it stops changing even if the guest edits their profile later |
Use Only upcoming and the quick filter (Only unconfirmed / Only confirmed / Only overdue / Only resolved) to work through what's outstanding. "Overdue" uses the number of days before arrival set in your booking settings.
Row actions include: open the guest's page, copy the personal link, print a configured template filled with the guest's answers, resolve/reopen, Load Missing Fields (adds newly configured fields to an older form), Load latest data from customer, and a diff icon that compares the form against the customer profile.
In full, each row offers:
| Action | What it does |
|---|---|
| Open | Opens the guest's form in a new tab (the same page the guest sees) |
| Copy link | Copies the personal, token-protected link to your clipboard |
| Send (envelope) | Emails the link using a guest-form mail template — only while the form is unconfirmed |
| Fills a configured template (Word or PDF, including fillable dive paperwork) with the guest's answers | |
| Resolve / Reopen (padlock) | Locks a confirmed form so later profile edits don't change it, or unlocks it |
| Load Missing Fields | Adds fields you've configured since the form was created |
| Load latest data from customer | Refreshes the form from the current customer profile |
| Diff | Compares the form against the profile and opens the apply dialog (below) |
| Add to booking | Pulls guest-chosen add-on products onto the booking |
Note: If your company lists guest forms by room/cabin, the list groups each booking's travellers together and shows every guest's fill-rate side by side. Use the bulk Update fields button at the top of the list to add newly configured fields to many forms at once.
Sending a guest form to a guest
- Click the envelope icon on the form's row to send the link by email straight from the list, or
- click the copy icon to copy the guest's personal link to your clipboard and paste it into your own message.
Both point to the same personal, token-protected link — nothing needs to be typed by hand.
The guest's own form
Who can access this: Anyone holding the guest's personal link — it carries its own access token, so no Gurita login is needed.
The guest opens their personal link (no login required) and sees a page built from the same Customer Data sections described above, with a progress bar showing how complete the form is.
Guest form as the guest sees it
- Save all and submit later keeps the form as a draft so the guest can come back.
- Confirm and submit only enables once every required field is filled in, and locks the answers in.
- Sections marked "activatable" show a checkbox first (for example "I need equipment rental") — their fields only appear once it's ticked.
- If your company sells add-on products through the guest form, they appear as a quantity/checkbox list above the save/confirm buttons.
Some companies use the multiple-guest layout instead: one shared link for the whole booking, with every guest's answers side by side in their own column, saved field by field as you go. The confirm button only unlocks once every guest's column is fully complete.
Guest form multiple-guest layout
Note: Links to waivers or documents attached to an "accept" field (and the print/download button) carry the same access token as the form itself, so a guest can open or download them without logging in — but only while the form is still open (before the trip starts, or before it's resolved), unless your company has switched that check off.
Scanning a passport
When a form includes a passport photo field, Gurita can read the passport instead of you typing every detail. Take or upload a photo of the passport's main page; Gurita reads the machine-readable zone (the two lines of code along the bottom) and fills in the fields it recognises — typically surname and given names, passport number, nationality, date of birth, sex, and expiry date. Check the result and correct anything the scan misread before saving; the photo itself is kept with the form.
Placeholder image07-guestform-passport-scan.pngPassport scan filling a guest form
Note: The scan runs entirely in your browser — the passport image is not sent anywhere to be read. It works best with a straight, evenly lit photo of the whole page.
How submitted data flows back: once a guest confirms — or a staff member clicks Load latest data from customer or Load Missing Fields — Gurita compares the form against the customer profile. Any difference opens in a diff dialog, where you can accept individual fields or use Apply All to copy the guest's answers into the customer profile. Guest-form product choices are pulled into the booking with the Add to booking action on the guest form list.
Reviewing and applying submitted data
Clicking the Diff icon (or confirming/loading a form) opens a side-by-side comparison so you decide what reaches the profile:
- The left column is the customer profile (old value); the right is the guest form (new value).
- Click Apply on a row to copy that answer into the profile, or Apply All to accept every change at once.
- Image, document, and signature answers preview inline; documents can be downloaded.
- Rows that already match are hidden; if nothing differs you'll see a short "no changes" message.
Guest-form diff and Apply-All dialog
Tip: Add a fillable PDF — for example an RSTC/PADI medical or liability form — as a print template and map its boxes to guest fields (name, birthday, dive-center name, today's date, signature). Printing a guest form then produces the paperwork already filled in, ready for the diver to sign on arrival.