Travel · free template

Cruise Passenger Details

Collect each cruise passenger's booking reference, travel document details, emergency contact, and onboard requests before the embarkation deadline.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 14 questions, 3 pages, 3 conditional rules.

Questions
14
Pages
3
Layouts
classic · card
Time to complete
≈ 6 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 3 — Passenger and Booking

One Record Per Passenger

Use the reference supplied by the team that sent you this form.

Enter the departure date shown on your booking confirmation.

Enter the passenger's date of birth, not the date of the person completing this form.

Use the nationality shown on the document intended for this sailing.

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Medical disclaimer present — passingThis form does not provide medical advice, diagnosis or treatment. Information you share here is not a substitute for care from a qualified clinician. In an emergency, contact your local emergency service immediately.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Cruise Passenger Details is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in travel & tourism.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 14 questions across 3 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 11 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It pins the request to a specific date.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Cruise Passenger Details lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Travel Document Type” is Passport, the form dynamically exposes “Passport Number”. Otherwise that question never appears.
  • Features advanced show logic: if “Travel Document Type” is Other Travel Document, the form dynamically exposes “Other Document Details”. Otherwise that question never appears.
  • Features advanced show logic: if “Onboard Support Needed” is Yes, the form dynamically exposes “Support Request Details”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Use this form after a cruise booking is confirmed, with one submission per passenger rather than one per cabin. The booking reference and sailing date tie each record to the right departure; the passenger's full name and date of birth help staff distinguish travelers sharing a surname. Ask an adult to complete a separate record for each child. Before publishing, compare the fields with the cruise operator's actual passenger-information requirements. Keep document choices aligned with the itinerary, and remove document-number collection if it is not needed at this stage. Do not request passport scans by default. Restrict access to staff handling passenger records, and establish a retention schedule for exported copies as well as form responses. Send the form with a clear return deadline and a contact route for corrections. Ask for an emergency contact who is not traveling on the same sailing. Keep onboard support requests focused on practical arrangements, not diagnoses or detailed health histories. Review submissions against the booking roster, then flag missing records and requests that need operator confirmation. A submitted form does not complete cruise-line check-in or confirm that a travel document is accepted.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Passenger and Booking

  • Booking Referencerequired
  • Sailing Daterequired
  • Passenger Full Namerequired
  • Date of Birthrequired
  • Nationality on Travel Documentrequired
  • Booking Contact Emailrequired

Page 2 — Travel Document

  • Travel Document Typerequired
  • Passport Number
  • Other Document Details

Page 3 — Emergency Contact and Requests

  • Emergency Contact Namerequired
  • Emergency Contact Phonerequired
  • Onboard Support Neededrequired
  • Support Request Details
  • Passenger Details Confirmationrequired

14 questions in total.

A Passenger Record Ready for Review

Mara submits her details for a confirmed sailing and asks the team to arrange embarkation assistance.

Booking Reference
CR-482761
Sailing Date
2027-05-16
Passenger Full Name
Mara Elin Vale
Travel Document Type
Passport
Emergency Contact Name
Tobin Vale
Onboard Support Needed
Yes
Support Request Details
I would like assistance reaching my cabin during embarkation. Please email me to discuss the available arrangements.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Travel Document Type”

  • Reveals questions

    If “Travel Document Type” is Passport, the form reveals “Passport Number”.

  • Reveals questions

    If “Travel Document Type” is Other Travel Document, the form reveals “Other Document Details”.

Driven by “Onboard Support Needed”

  • Reveals questions

    If “Onboard Support Needed” is Yes, the form reveals “Support Request Details”.

Set it up step by step

  1. 1

    Match the operator's collection requirements

    Review the itinerary-specific passenger checklist before publishing. Remove Passport Number if your team does not need it, and keep Not Yet Confirmed available so unresolved documents can be followed up.

  2. 2

    Send one link with clear passenger instructions

    Tell the booking contact to submit once for every traveler, including children, using the same booking reference where appropriate. Include the sailing date and return deadline in your invitation.

  3. 3

    Separate requests from confirmations

    Route Support Request Details to the person who coordinates with the operator. Reply with the arrangement's status rather than treating the submission receipt as approval.

  4. 4

    Reconcile against the passenger roster

    Compare names and dates of birth with the confirmed booking list before the operator's deadline. Track missing passengers, duplicate submissions, and Not Yet Confirmed documents separately.

Mistakes to avoid

  • Collecting one response per cabin and leaving accompanying passengers without individual records.
  • Using a fellow passenger as the only emergency contact, making shore-side follow-up harder.
  • Treating a document selection or support request as operator approval without a separate check.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Send a receipt with a correction contact, without repeating document numbers in email. Review the record against the booking roster and follow up on unresolved documents or support requests.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the cruise passenger details, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

Should each passenger complete a separate form?

Yes, including children. An accompanying adult can submit a child's record using the shared booking contact email. For organizing the group before passenger details are collected, use Group Travel Registration.

Does this replace the cruise operator's online check-in?

No. It gives your team a passenger record for a confirmed booking. Passengers must still follow the operator's check-in instructions and deadlines.

Do we need to collect passport numbers?

Only when your collection process calls for them. The field is optional by default; remove it if unnecessary. Avoid adding passport uploads simply because a file field is available.

What happens when a passenger requests onboard support?

The request should go to the staff member coordinating arrangements with the operator. Confirm availability separately and ask only for the practical details needed to discuss the request.

Is the Cruise Passenger Details template free to use?

Yes. You can preview and test Cruise Passenger Details on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Cruise Passenger Details template ask for?

It asks 14 questions across 3 pages, 11 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Cruise Passenger Details form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this travel & tourism form work?

3 conditional rules ship with the template: Features advanced show logic: if “Travel Document Type” is Passport, the form dynamically exposes “Passport Number”. Otherwise that question never appears. Features advanced show logic: if “Travel Document Type” is Other Travel Document, the form dynamically exposes “Other Document Details”. Otherwise that question never appears. Features advanced show logic: if “Onboard Support Needed” is Yes, the form dynamically exposes “Support Request Details”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Cruise Passenger Details form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Cruise Passenger Details form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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