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Guest portal

Bookings & Guests › Bookings

Before the trip, each guest gets a private trip portal: one page where they check their trip, fill in their passenger profile and sign their waivers. There is no account and no password — the link itself is personal. This page explains what the guest sees, and how you send it.

What the guest sees

Section titled “What the guest sees”

The portal opens with Hello and the guest’s first name, your company’s contact details and a Final checklist showing what is done and what is missing. Then:

  • The trip: itinerary, boat, dates and number of nights, ports, the guest’s cabin and the extras on their booking.
  • Required Waivers: the documents to sign before boarding. The guest clicks Review & Sign on each one and signs on screen. Once signed, the waiver shows Signed on and the date, with a View PDF link. If the medical statement shows that a doctor must sign, the guest is asked to download the diver medical form, have it signed and bring it on boarding day.
  • Complete your passenger info: the profile form — Personal Details, Passport Information, Diving Certification, Nitrox Certification, Dietary Preference, Medical Conditions, Diving Insurance, Emergency Contact, Pre-Cruise Travel Arrangements and Post-Cruise Travel Arrangements. The guest can upload photos of their passport and certification card, including iPhone photos.
    • Save Draft keeps their progress; they can come back later.
    • Submit Final marks the profile as complete. They can still update it and submit again afterwards.

When everything is done, the guest sees You’re all set for your trip!

What the guest enters is what your team sees in Divers and on the Trip manifest.

Send the portal

Section titled “Send the portal”
  • From a booking: Actions › Send Trip Portal to Passengers emails every guest of the booking. Guests without an email are skipped, and so are guests who have already signed all their waivers.
  • From a guest in Divers: Send forms (or Resend forms), or Send Portal via Email, Send Portal via WhatsApp, Copy Portal URL to paste the link anywhere. The same guest is not emailed the portal twice within 24 hours.

The profile form on its own

Section titled “The profile form on its own”

Some emails and buttons send only the profile form — the same passenger fields, on a page of its own, without the waivers: the email Complete Your Pre-Arrival Forms (see below), Send Form on the Trip manifest, and Send Form via Email in the Actions menu of a guest in Divers. What the guest enters there lands in the same profile.

Automatic emails

Section titled “Automatic emails”
  • After a booking made by your team (see New booking), each guest with an email receives Complete Your Pre-Arrival Forms, with the link to their profile form — unless they already completed it.
  • Reminders: DiveHQ sends the portal again 15, 7 and 3 days before departure, once each, to the guests of Confirmed, Pending and Hold bookings who still have a waiver to sign or a profile to submit. A reminder is skipped if a portal email already went to that booking during the previous 3 days.
Section titled “The payment link”

When you send a payment link from a booking or from a guest (see Bookings), the guest opens a Complete Your Payment page with:

  • the Trip Details — itinerary, dates, boat, cabin, booking reference;
  • a Payment Summary — Your share, Already paid, Balance due, any Processing fee, and the Total to Pay;
  • the choice of payment method, then the secure payment page of your online gateway.

If the guest has nothing left to pay, the page says so instead.