Guest Forms by Inseanq is a tool that makes it easier to collect the necessary information from guests prior to their trip.
How It Works
Guest Form Applications are generated automatically for each Guest when the booking is created.
You can send guest form applications (via email or via unique link) to the guests to be filled out online. Each guest will have his/her personal access to the application, and information entered will be autosaved.
You can then track its status in real time and review all forms in general.
You can also enter every single guest form at any time to review the information if required and add missing information on the guest's behalf.
Once completed, you can download the individual forms in PDF (including any attachments such as passport copies), as well as a Trip Manifest Report in Excel in preparation for the sailing.
How to Distribute Guest Forms
You can send Guest forms from the Options / bookings section or from the Guest forms section.
Open corresponding option / booking, click on the Guest forms tab, find the guest form you would like to share, click on share icon on the right and either enter an email of the guest and click send or copy the link and share it with the guest through a preferred communication channel
Alternatively, open Guest Forms module, find the trip, click on the arrow to expand the list of available guest forms, click on three dots menu on the right, click Share and either enter an email of the guest and click send or copy the link and share it with the guest through preferred communication channel
Tip : There is no need to send each guest form individually if the option / booking has been created under agent. Your agents are able to send guest forms to the guests directly or to fill them in on behalf of their clients.
Tip: Guests are using the links to create Guest account within Inseanq (in case they are not registered yet) and connect the particular Guest form with their guest account therefore it is important to make sure that each guest is only using the link to their own guest form application otherwise they may accidentally connect guest form of another guest to their account.
Tip: Please do not follow guest form application links - they are not going to work for users with Fleet manager role
Guest's log in / sign up
Upon clicking on guest form application link guest will be redirected to log in / sign up page.
In case guest already has an account in Inseanq, they will need to enter their credentials and log in to the system.
In case guest is new to the system, they will need to click Sign Up and create a guest account.
To revisit the system guest may use guest form application link or guest log in page.
Tracking the Status of Guest Forms
You can track the status of each guest's Guest Form in real time.
Here are the possible states and their descriptions:
New : not opened by the guest yet
In Process : guest is in process of filling out the form
Waiting for Review : the form was submitted and needs to be reviewed (you can also use Reopen button here if the guest needs to revisit the form and add missing information)
Cleared for Boarding : the form was approved
Rejected : the form was rejected and guest has been denied from boarding
Extra Services section
It is possible to request extra services via the Guest Form. The extras (equipment rental, courses, extra services) will appear as a list with check boxes in the Extras Services section. A cumulative amount of extras to be paid in advance will be added automatically to the booking summary once they have been selected via Guest form application or Extras during the booking process. Selected prepaid extras can be adjusted only by the Vessel operator. You can either review and edit the list of requested extras inside the Guest form
or via Guest tab in corresponding option / booking via additional services modal found under the guest’s name.
Reviewing the Completed/Submitted Forms
You will be notified each time one of your guests submits the form, and will be able to review and either Approve (if all the information was entered correctly), Reject (rarely used as denied from boarding status which should be followed by a reservations cancellation), or Reopen (if the form is incomplete and you need either the diver or their agent, if applicable, to fill out the missing information).
When you click on the Reopen button, a pop-up will appear prompting you to indicate what information is missing in the guest form. Any comment you provide will be added to the notification accordingly.
Accessing the Approved Forms
Once the forms are submitted and approved you can do the following:
Download individual forms in PDF format (as well as attachments, such as copies of passports)
Download a zipped folder with all guest forms for a specified trip
Download a Trip Manifest report (Excel)
Troubleshooting tips
Here are the most common issues that you or your guests may encounter when filling out Guest Forms, and what to do if you face them:
Access error 403. This error occurs when a Fleet Manager or Agency tries to open a Guest Form via a sharing link instead of using the Options/Bookings or Guest Forms tab. Do not follow Guest Form application links - they will not work for users with the Fleet Manager or Agency role.
An empty guest profile (with no forms inside) usually means that the link wasn’t used by the intended guest — someone else may have accessed it instead. Make sure that each guest only uses the link to their own Guest Form application. Otherwise, they may accidentally link another guest’s form to their account. If this happens, you will need to contact our Support Team.
Сhanging the guest name via guest form. If a guest has already accessed their Guest Form but is no longer joining the trip and a new person is going instead, do not change the guest’s name directly in the form. This can break the connection between the form and the correct guest profile, leading to missing or misplaced data. In this case, please contact our Support Team so we can reassign the Guest Form properly.