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Collect information from participants

Ask travelers for passport details, dietary needs, waivers and more — at checkout or before departure — with automatic reminders.

Participant tasks are the questions you need travelers to answer: emergency contact, passport number, dietary needs, a waiver to accept. You keep them in one library, attach them to trips, and Samba reminds travelers about whatever is missing.

Create a task

  1. Go to Settings → Participant tasks. Select New Task, or Create from preset to start from a ready-made one (emergency contact, dietary preferences, passport number, passport expiry, passport upload, legal documents).

    The Tasks library with the New Task and Create from preset buttons outlined

  2. Write the Label travelers will see, and choose the Type: short or long text, number, date, select, yes/no, checkbox (must accept) or file upload.

  3. Under Behavior, set how the task works:

    • Scope — Per participant, or Per booking — answered once by the buyer

    • Timing — At booking (during checkout) or Before departure (in the traveler portal)

    • Required — Whether travelers must answer

    • Due date — Days before departure, 14 by default

    The task form with the Behavior section outlined: Scope, Timing, Required and Due date

  4. Select Create.

File uploads are always collected before departure, in the portal.

Attach tasks to a trip

  1. Open the experience and go to Pricing & Participants → Tasks.

  2. Select Add Task and pick a task from your library.

    The Tasks section of an experience with five tasks and the Add Task button outlined

  3. If this trip needs it, change Required or the Due date for this trip only.

  4. Select Save changes.

Everything else comes from the library, so editing a task there changes it on every trip that uses it.

What happens next

  • At booking tasks appear in checkout: per-participant tasks in each participant's card, per-booking tasks with the buyer's details.

  • Before departure tasks, and anything left unanswered at checkout, are completed in the traveler portal.

  • Answers show up on the booking, under Participants & Tasks, and on the departure's participant list.

    The Participants & Tasks section of a booking, showing answered and missing tasks for each participant

  • Samba emails a reminder on each task's due date, then 3 days and 1 day before departure, while anything is unanswered. Travelers get at most one reminder per booking per day.

For a waiver travelers must accept before paying, create a Checkbox task with scope Per booking and timing At booking. You can then place it on the payment step, next to the terms checkbox. When required, it blocks payment until ticked.

How do I stop using a task?

Archive it. It can no longer be added to trips. Trips that already use it keep collecting answers.

I added a task to a trip that already has bookings

Existing bookings pick the task up the next time one of their reminders is due, and travelers are reminded about it then.

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