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🛠️ Form Configuration for Online Check-in

Lorena Figueroa
  • Updated

How to configure, display, and validate form fields for guests

📌 Contents of this article:

What is the “Forms” section?

This is the Dashboard section where you can define which fields will be requested from the guest during online check-in. Here you set which data is collected, whether it’s mandatory, and whether it synchronizes with the PMS.

⚠️ Important: We recommend reviewing your tool configuration regularly to ensure you fully understand how it is operating and can apply any necessary adjustments according to your needs. Please remember that aligning this configuration with your internal or regulatory requirements — as well as ensuring compliance with applicable legislation — is the sole responsibility of the hotel.

Depending on the PMS you’re integrated with, you may configure either “Standard Forms” or “Dynamic Forms”.

How does the “Forms” section work?

Mapping a field in Civitfun with its equivalent in the PMS enables the automatic integration of guest data entered during the online check-in process.

  • 🔄 Mapped field: The data is transferred to the PMS correctly. The label shown is the field name required for mapping.
  • 🟠 Requires mapping as: A specific mapping is required. The field must be enabled in the PMS, and you must request Civitfun to complete the mapping.
  • 🔴 Not available in PMS: The field is not supported by the hotel’s PMS. If you want to enable it, you must contact your PMS to create a field and send the information to Civitfun to complete the mapping.

Each field shows its PMS equivalence. This information is essential to understand how the field behaves.

⚠️ Triangle icon: Sensitive fields or those requiring extra attention. Click the icon to view the message.

⚠️ Important: All fields marked as visible will appear in the form and the data will be stored in the Civitfun dashboard regardless of whether the field is available in the PMS or not.

How to enable fields: Visible and Mandatory

In the configuration panel, you can define whether each field should be:

  • ✅ Visible to the guest
  • 🔒 Mandatory (the guest will not be able to continue without completing it)

This defines what the guest will see and what is required to complete the check-in. If any field cannot be edited, you can simply request the change from one of our agents, and it will be updated according to the hotel’s instructions

Simply check the box and click the save button for a single hotel or all hotels. When selecting “all hotels,” the full form configuration is applied globally.

What does the form look like for the guest?

Guests will see a form based on the fields you've configured:

  • Documents, names, address, nationality
  • Custom fields like comments, membership cards, or vouchers
  • Legal notices, checkboxes, and validations

Example: Required fields are marked with a red asterisk. Fields may be free text, dropdowns, or specific formats depending on the data type.

Field-based conditional logic

Address: If the country field is enabled, provinces appear as dropdown options. If not, the province field becomes a free text input, which can cause errors if the PMS expects a code.

EXAMPLE

Document type: Adapts based on country and only displays legally valid documents.

Example

Real-time field validations

Fields are validated when the guest clicks "Continue" on the online check-in form.

Here are some examples:

Field Validation applied
Document Format and numbering based on type and country
Email Must contain @
Postal code Validated based on selected country
Dates Issue date cannot be in the future, and expiration date cannot be in the past
⚠️ Important: If a required field is left empty, the Continue button will not activate. If a field is invalid, an error message will be displayed.

Frequently Asked Questions (FAQ)

What happens if a required field is not filled in?

The "Continue" button will remain inactive.

What if the province field isn’t linked to a country?

It becomes a free text field, which may lead to sync errors with the PMS.

Is the form the same in every country?

No, the form adapts to the selected country and applies legal and format restrictions.

Can files be uploaded to the form?

Yes, fields like "Membership card" or "Voucher" allow guests to upload files from their device.

How are date fields validated?

The issue date must not be in the future, and the expiration date must not be in the past.

We hope this article was helpful! If you need more information, contact us at support@civitfun.com — we’ll be happy to help. 😊✍️

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