Guest Form Configuration Help
Overview
Guest Form Configuration lets you manage the fields guests fill out during check-in. Based on the facility's host country, the required identity documents switch automatically depending on each guest's nationality. You can also add custom fields to collect facility-specific information.
What you can do on this page:
- Set the facility's host country
- Review automatic document rules for domestic and international guests
- View default fields and toggle required/optional for custom fields
- Add and delete custom fields
- Preview the form as guests will see it
This page is accessed from the "Guest Form Settings" tab in the Booking Dashboard.
You can also enable the extended guest form per reservation config (Booking Management → Configs tab). When enabled, the guest booking app collects additional fields such as full name, date of birth, nationality, address, and passport number.
How to Access
Booking Dashboard → select the "Guest Form Settings" tab.
Features
Feature 1: Setting the Host Country
Set the country where the facility is located. This determines which identity documents are required based on each guest's nationality.
Steps
- Open the dropdown in the "Host Country" section
- Select the country where your facility is located (e.g., Japan)
- The selection is saved automatically
Supported Countries
Japan, United States, United Kingdom, China, South Korea, Taiwan, Thailand, Vietnam, Philippines, Indonesia, India, Australia, Canada, France, Germany, Italy, Spain, Brazil, Mexico, Singapore, Malaysia, New Zealand, Hong Kong, Netherlands, Sweden, Switzerland, UAE, Russia, South Africa
Feature 2: Reviewing Document Rules
After setting the host country, two document requirement cards are displayed — one for international guests and one for domestic guests.
International Guests (nationality differs from host country)
| Field | Required |
|---|---|
| Passport Number | Yes |
| Passport Photo | Yes |
Domestic Guests (same nationality as host country)
| Field | Required |
|---|---|
| ID Number | Yes |
| ID Document Photo | Yes |
These rules are built into the default fields as display conditions. The moment a guest selects their nationality in the form, the relevant document fields appear automatically. No manual configuration is needed.
Feature 3: Form Field List
All fields included in the guest form are displayed in a table.
Column Descriptions
| Column | Description |
|---|---|
| Field Name | The label shown to guests |
| Type | Input type (text, select, image, etc.) |
| Display Condition | Condition under which this field is shown (nationality-based) |
| Required | Toggle to switch between required and optional |
| Actions | Delete button for custom fields |
Default Fields
The following fields are provided out of the box and cannot be deleted.
| Field Name | Type | Display Condition |
|---|---|---|
| Full Name | Text | Always shown |
| Address | Text | Always shown |
| Contact | Text | Always shown |
| Nationality | Select | Always shown |
| Passport Number | Text | When nationality is not host country |
| Passport Photo | Image | When nationality is not host country |
| ID Number | Text | When nationality is host country |
| ID Document Photo | Image | When nationality is host country |
Toggling Required / Optional
Only custom fields support toggling required/optional. Default fields are always required and their toggle cannot be changed.
- Click the toggle in the "Required" column for the target custom field
- Blue (on) = required, grey (off) = optional
- Changes are saved immediately
Feature 4: Adding a Custom Field
Add facility-specific fields to collect any information your operation needs.
Input Fields
| Field | Description | Required |
|---|---|---|
| Label (Japanese) | Japanese label shown to guests (e.g., 会社名) | Yes |
| Label (English) | English label shown to guests (e.g., Company Name) | No — falls back to Japanese label |
| Field ID | Internal system identifier (e.g., company_name). Auto-generated from the Japanese label if left blank | No |
| Field Type | Select the input type | Yes |
Field Type Options
| Type | Description | Example Use |
|---|---|---|
| Text | Single-line text input | Company name, room number |
| Email address format | Work email | |
| Phone | Phone number format | Emergency contact |
| Number | Numbers only | Number of guests |
| Date | Date picker | Expected arrival date |
| Select | Dropdown selection | Purpose of visit |
| Textarea | Multi-line text input | Special requests, notes |
Steps to Add a Field
- In the "Add Custom Field" section, enter the Japanese label
- Optionally enter the English label and field ID
- Select the field type
- Click "Add Field"
- The field appears in the field list
Newly added custom fields are optional by default. Toggle the required switch if you need to make them mandatory.
Feature 5: Deleting a Custom Field
Remove custom fields that are no longer needed.
Steps
- Find the field in the form field list
- Click the "Delete" button in the "Actions" column
- The field is removed immediately
Note: Default fields do not show a delete button and cannot be removed.
Feature 6: Form Preview
The "Form Preview" section shows how the guest form will appear to guests given the current configuration.
What the Preview Shows
- The display order of all fields
- The asterisk (*) marking for required fields
- Each field's input type (text box, dropdown, file picker button, etc.)
- Display condition labels on conditional fields
The preview is read-only — inputs are disabled. To experience the actual guest flow, visit the check-in app URL directly.
Frequently Asked Questions
Q: What happens when I change the host country?
Changing the host country updates the document rule summary cards immediately. The nationality-based conditions on the passport and ID fields are updated to reflect the new host country. The change takes effect right away.
Q: Can I delete default fields?
No. Fields such as Full Name, Address, Contact, Nationality, and the passport/ID document fields are required by the system and cannot be removed.
Q: Can I set conditions on custom fields (e.g., show only for certain nationalities)?
Conditional display is not currently supported for custom fields. Only the built-in passport and ID document fields have nationality-based conditions.
Q: Can I change the display order of fields?
Manual reordering is not currently supported. Custom fields appear after the default fields.
Q: Where can I view the data guests submitted?
Guest form submissions are accessible from the check-in detail view in the Check-in List page.
Q: What characters are allowed in a Field ID?
Field IDs may contain alphanumeric characters and underscores (_). Avoid spaces and special characters. If left blank, the ID is auto-generated from the Japanese label.