Can the system collect passport and traveller details from my customers itself instead of my staff chasing them by email?
Yes, this is one of the easier things to automate. Once a booking is confirmed, the system can send the lead traveller a secure link asking for the details you still need, such as full names as printed in the passport, date of birth, passport number and expiry date. The traveller fills the form in themselves, on their phone if they prefer, and the answers go straight onto the booking instead of arriving in your inbox as a photo or a forwarded message that somebody then has to retype.
The useful part is the chasing. You can set the system to remind anyone who has not answered after a few days, and again as the departure date gets closer, so nobody on your team has to keep a private list of who is still missing. Your staff get a simple view of which bookings are complete and which are not, and they only step in for the few travellers who never respond.
There are limits worth knowing. Some suppliers and airlines want passenger names at the moment of booking, not later, so for those you cannot leave the details until afterwards and the form only helps with the extra information like passport numbers. Visa and group travel often still need documents checked by a person. Passport data is personal information, so how long it is kept and who can see it will depend on your own policy and the rules you work under.
Before you set this up, check with your main suppliers which details they need at booking time and which can follow later, then decide how long you want to hold that data once the trip is over.
