📋 Required Fields to Enable in the Check-in Form for Guest Registration

To ensure the proper functioning of the Guest Registration module, both for automatic submission to SES and the generation of traveler forms, it's essential to correctly capture the following data for each guest, even if the check-in is completed outside of Civitfun.

📑 Table of Contents

1. Mandatory fields to capture
2. Where to configure these fields
3. Structure of the fields table
4. Special behaviors of certain fields
5. Final recommendations
6. Frequently Asked Questions

🧾 Mandatory fields to capture

• Document type
• Document number
• Document support number
• Nationality
• First name
• Last name
• Second last name
• Date of birth
• Gender (M/F)
• Email (either email or phone)
• Phone (either email or phone)
• Residence postal code
• Residence address
• Residence city
• Residence country
• Family relationship

⚙️ Where to configure these fields

If the check-in is done through Civitfun. Go to the Forms section from the Civitfun dashboard under the Configuration menu with an Admin user.

Configure each field using the Visible and Required columns.

• Checking Visible means the field will appear in the form but won’t be mandatory.
• Checking Required will enforce that the field must be completed to finish the check-in.

ANNEX: Dynamic Forms

Dynamic forms allow you to configure different types of forms depending on the type of guest — domestic or international, adults or children.

In this case, the fields need to be enabled for each guest profile individually, rather than applying them generically to all guests.

🗂️ Structure of the fields table

• Column 1: Display name in the check-in form.
• Column 2: PMS Mapping (or PMS availability status).

🔍 What do the PMS availability statuses mean?

🔴 Not available in PMS

• The field can be collected in Civitfun but cannot be sent to the PMS.
• The data will only be stored in the Civitfun dashboard.

🟠 Requires mapping

• The field does not exist in your PMS, but you can create and map a custom field in the PMS to receive data from Civitfun.
• If mapping exists, follow the instructions provided in each field’s detail.

Example:

ℹ️ Special behaviors of certain fields

• Document support number: Required only if the document is a DNI or Residence Permit.
• Family relationship: Required only if the reservation holder is traveling with minors.

✅ Final recommendations

• Review these fields across all configured languages in your dashboard.
• Ensure fields are properly marked as visible and required where needed.
• Coordinate with your PMS if you’re unsure about field availability or mapping options.

❓ Frequently Asked Questions

What happens if a mandatory field is not completed by the guest?
The check-in process cannot be finalized until the field is completed.

Can I make fields visible without making them mandatory?
Yes. You can check only the Visible column and the field will appear as optional.

What does it mean if a field is locked?
These are system-critical fields tied to PMS integration. Contact support to modify them.

Can I activate fields even if they are not available in my PMS?
Yes, but the data will only be saved in the Civitfun dashboard and not sent to your PMS.

What happens if I don’t configure these fields?
You won’t be able to generate traveler reports or send data to SES correctly.

If you have any questions about applying these settings, feel free to contact our support team or check related help center articles about validation and Guest Registration setup.

We hope this article was helpful! If you need further assistance, reach out to support@customer.civitfun.com — we're happy to help. 😊✍️