A person's document data (document number, expiry, birth date and nationality) is stored once on their CONTACT record (CRM) and reused everywhere. No matter how it comes in —a capture/qualification form with passport fields, a proposal checkout, or a group sign-up— it's written to the contact's record filling ONLY what's empty, never overwriting data you've already verified. Then, in the group's Rooming list, each participant SHOWS that data inherited from their contact when they don't yet have their own.
- 1In a form, add the document fields (passport number, expiry, birth date, nationality) and/or a «File upload» field for the passport. On submit, that data is stored structured on the contact.
- 2In a proposal checkout, the lead traveler's (1st traveler) data is also written to the linked contact's record.
- 3In a group sign-up or booking, each participant with an email is linked to their CRM contact.
- 4In «Rooming list», document number, birth date and expiry appear taken from the contact if the participant doesn't have their own yet; you can override them with the pencil ✏️.
Consejo: Since the system only fills empties, you can request the passport through whatever channel you like (portal form, checkout or free upload) with no fear of duplicating or clobbering data. For the passport there's a shortcut: «＋ Passport upload form (ready-made)» creates a preset one (see «How do I request data and documents (passport)?»).