Handle new registrations

When a guest submits the self-registration form, DivePilot creates a customer record straight away and puts the registration in a queue for your team to look at. Every online booking also creates a new customer record for each person in it, and each lands in the same queue.

How you find out

Everyone who can view customers gets an in-app notification titled New self-registration with the guest's name. For an online booking, everyone who can view bookings gets New online booking instead. There is no email to staff.

The queue on the dashboard

The dashboard shows a New registrations panel with a count badge and a Refresh control. Each row shows the name and when they registered, plus:

• View customer opens the profile.
• Send waiver jumps to the customer's Waivers tab so you can request a signature right away. See Request a waiver signature.
• Create booking opens the new booking dialog with this customer already selected.
• Mark as handled removes the row from the queue. The customer stays in your list.
• Decline and delete as spam permanently deletes the record, including a waiver signing link that was never used. It asks you to confirm first. Only people who can delete customers see it. Once the customer has a booking, a course enrolment, a rental or a completed waiver it is refused with "This customer already has bookings, enrolments, rentals or a completed waiver, or the registration was already handled, so it cannot be declined. Archive the customer instead.", because the delete would take those records with it. That always applies to a guest who booked online, even after the booking is cancelled, so use Mark as handled for them.

Only the 20 newest are listed, so older ones appear as you clear these. The panel disappears once the queue is empty.

Check for duplicates first

A registration is never matched to an existing customer by email. If a returning guest registered again, you now have two records. Open the customer and use Merge from the actions menu, or start the merge from the Customers page. See Merge duplicate customers. Next time, send the returning guest an update link from their profile instead of the registration link; see Let a diver update their details.

What the record already contains

A self-registered customer arrives with everything the guest typed: the personal details you asked for under Customer form, any certification cards with number and issue date, marked as not verified until someone checks them (see Verify a diver's certifications), and the gear they bring or need with sizes. DivePilot also records when they gave their consent on the form and that they registered themselves, but the app shows neither. Once a registration leaves the queue, the customer looks like any other.

When the guest arrives

After registering, the guest saw a check-in code on screen and was emailed the same code with the subject "Your details are with …". When someone on your team scans it with their phone's camera, DivePilot opens this customer's profile, after signing in if needed, with a Today at the dive centre banner listing their bookings for today, fun dives and courses alike, each with Open check-in, or New booking when there is none. A guest who booked online has a code for the booking instead, which opens the booking. See Check in a guest with their QR code.