Custom Forms and E-Signatures for Travel Agencies

Overview

Plan Harmony's custom forms let travel agencies build branded digital forms to collect client information, credit card authorizations, liability waivers, and legally binding e-signatures. Every form includes a shareable public link that clients can complete from any device without needing an account.

Forms are built with a drag-and-drop editor that supports 7 field types including e-signature capture with a full audit trail. Responses are stored in your agency dashboard where you can review answers, verify signatures, and link responses to client records for a complete paper trail.

Creating a Form

From Scratch

1. Go to Forms in the agency sidebar.
2. Click New Form.
3. Enter a Title and optional Description (supports rich text formatting).
4. Optionally upload a Cover Image that appears at the top of the public form.
5. Toggle Require Name and/or Require Email if you want respondents to identify themselves.
6. Add fields using the Add Field button.
7. Click Create Form.

From a Template

1. Go to Forms.
2. Click New from Template.
3. Select a template (e.g., Credit Card Authorization).
4. The form editor opens pre-filled with all the template fields. Edit any field, add new ones, or remove fields you don't need.
5. Click Create Form.

The Credit Card Authorization template includes billing address fields, credit card information (card type, number, expiration, CVV), and a signature field with authorization consent text that automatically includes your agency name.

Field Types

Every field can be marked as Required. Required fields must be filled in before the form can be submitted.

Fields can be reordered by dragging them. The Signature field, if present, is always pinned to the bottom of the form.

E-Signatures and Audit Trail

Adding a Signature field to your form enables e-signature capture. Clients can draw their signature with a finger or stylus, or type their name to generate a signature. You can customize the Consent Text that appears above the signature pad -- this is the legal language the signer agrees to when they sign.

Each signature automatically captures a complete audit trail:

The content hash verifies the integrity of the signed document. If the form's fields or consent text were different at the time of signing, the hash would not match, providing tamper evidence.

Only one Signature field is allowed per form, and it must be the last field.

Publishing and Sharing

Forms have three statuses:

To share a form:

1. Open the form in the editor.
2. Set the status to Active.
3. Copy the Share URL that appears.
4. Send the link to your clients via email, text, or any messaging platform.

Clients open the link in their browser and submit the form without needing a Plan Harmony account. If your agency has a custom domain configured, the share URL uses your domain automatically.

Viewing Responses

1. Open a form in the editor and click View Responses, or click the response count on the forms list.
2. The responses table shows each submission with the respondent's name, email, linked client, form version, and submission date.
3. Click any row to view the full response detail including all answers and the signature audit trail.

Responses that include a signature are marked with a Signed badge.

Linking Responses to Clients

You can link any form response to a client in your agency's client list. This creates a connection between the response and the client record, building a complete document history for each client.

From the responses list:

• Click Link client... in the Client column for any response.
• Search for and select the client.
• A link icon appears next to the client name, which you can click to navigate to that client's detail page.

From the response detail page:

• Click Link client... in the Linked Client field.
• Search for and select the client.

On the client detail page:

• A Form Responses section shows all form responses linked to that client, with the form name, submission date, and signed status.
• Click any row to jump directly to the response detail.

To unlink a client, click the client name to reopen the selector and clear the selection.

Form Versioning

Every time you edit a form's fields and save, a new version is created. Responses are always tied to the version of the form that was active when the response was submitted. This means:

• Editing a form does not change how existing responses are displayed.
• You can view exactly what fields and options the respondent saw.
• The version number is shown on both the form editor and each response.

This versioning system ensures that signed documents remain legally accurate -- the audit trail always reflects the exact form content the client agreed to.

Tips

• Use templates to save time on common forms like credit card authorizations and travel waivers.
• Enable Require Name and Require Email so you can identify who submitted each response and match it to a client record.
• Add a cover image to make your form look professional and match your agency's branding.
• Link responses to clients so you have a complete paper trail on each client's detail page.
• Check the signature audit trail if you ever need to verify when and how a document was signed.
• Use your custom domain so form URLs match your agency's brand instead of showing a generic link.