Collect passports, insurance, dietary needs, emergency contacts and arrival times before departure — and chase the two travelers who never reply.
Between deposit and departure an operator needs passport details, insurance policy numbers, dietary requirements, medical disclosures, emergency contacts, flight arrival times, rooming preference and signed waivers. Ninety percent of travelers send them. The remaining ten percent consume more staff time than everyone else combined. This agent asks on a schedule and chases the stragglers. Built on Agentplace: the agent runs on its own page, so a visitor finishes the whole request in the conversation.
Collects the pre-departure pack, then keeps asking.
Requests each item on a schedule tied to the departure date, not all at once six months out.
Collects passport number, expiry and nationality, and flags a passport expiring within six months of return.
Captures travel insurance policy number and provider, and refuses to mark it complete without both.
Records dietary requirements and allergies separately, because kitchens treat them differently.
Collects flight arrival and departure times so transfers can be scheduled without a phone call.
Chases only the travelers with outstanding items, and reports who is still missing what.
Nobody buys a trip because the operator collects passport numbers well. But an operations coordinator can lose a full day per departure to it, and a missing insurance number becomes a problem at the airport. Automating the chase costs nothing in customer experience and returns the day.
Schedule, collect, chase.
The agent works back from the departure date and requests each item when it makes sense — insurance early, flights when booked, dietaries and rooming closer in.
It checks what it receives: passport expiry against return date, insurance policy against provider, arrival time against the transfer window, and asks again when something fails.
It chases only outstanding travelers on your escalation schedule and reports the gaps to operations, so nobody reads twelve files to find two missing forms.
The two travelers who always forget.
Scenario: A fourteen-person Patagonia trek departs 3 March. In November the agent requests insurance and passport details; eleven travelers respond within the week. It chases the other three, gets two, and escalates the last to operations after the third attempt. One passport expires 20 August — inside six months of the 18 March return — so it flags the traveler to renew and re-asks in January. In late January it collects flight arrival times and builds the transfer manifest; in February it collects dietaries, catching one celiac and one severe shellfish allergy that go to the lodge kitchen separately from the vegetarian count. Operations opens a departure file with one outstanding item instead of nine.
Operators for whom departures are a checklist.
Every departure repeats the same collection work.
Dietary and medical detail is safety-relevant and arrives late.
Insurance and passport validity are conditions of carriage.
One coordinator handles many departures at once.
Consent, medical and emergency contact multiply across a group.
This is the single largest source of unpaid admin in the role.
Manifests, documents and reminders.
Holds the traveler manifest and the live completion view of who is outstanding.
Maintains the dietary and allergy sheet the lodge or kitchen works from.
Reads the booking and writes collected traveler details back to it.
Syncs the participant record and waiver status.
Sends the requests and the chases from your own address, in one thread per traveler.
Escalates by SMS after email has been ignored twice, which is what usually works.
Reports the outstanding-items summary to operations on a weekly schedule.
Stores uploaded passport scans and insurance certificates against the departure.
Where the pre-departure chase costs most.
Pre-departure collection is the largest source of unpaid admin in tour operations, and none of it is customer-facing value. This is the agent that removes it.
Use the AI Pre-Trip Questionnaire Agent when departures are booked and the admin is the cost
Documents, privacy and escalation.
Run the pre-trip agent if bookings are healthy and the loss is administrative. Run the trip finder if inquiries are not converting into bookings in the first place.
An AI agent for pre-trip questionnaires requests each pre-departure item on a schedule tied to the departure date — passport, insurance, dietary needs, medical disclosures, emergency contacts, flight times, rooming — validates what arrives, chases only the travelers still outstanding, and reports the remaining gaps to operations.
It writes them into your existing manifest or reservation system and can be configured to hold nothing itself. Where you already have a compliant store, the agent collects into it rather than creating a second one.
It compares expiry against the return date plus whatever margin your destinations require — six months is the common rule — and flags the traveler to renew while there is still time to do it.
It escalates on your schedule — email, then SMS, then a named person in operations — rather than chasing indefinitely. The escalation is the point; the chasing is what you are trying to stop doing.
Yes, deliberately. A vegetarian count and a severe shellfish allergy are different operational facts, and a kitchen that receives them in one list will eventually get one of them wrong.
Yes, through your existing signature tool, and it treats an unsigned waiver as an outstanding item like any other rather than a separate process.
It runs on Agentplace. Agentplace is an AI agent platform where the agent gets its own page, talks to your visitors there, and carries the request through to the end instead of handing it to a form. You can open this template and change any step before you publish it.
Collect passports, insurance, dietary needs, emergency contacts and arrival times before departure — and chase the two travelers who never reply. Open it in Agentplace and change any step before you publish.