An update link lets a diver check the details you hold about them, correct what is out of date and fill in what is missing, on their own phone. It saves typing at the desk, and unlike the registration link it updates the existing customer instead of creating a new one.

When to use it

  • A customer is missing details your customer form marks as Required. The Update link card under their name then reads, for example, "2 required details missing", followed by the fields, with a Send update link button. The same button is on the booking's Check-in panel: see Check in a guest with their QR code.
  • A returning diver wants to bring their details up to date. Send them an update link, not the registration link: registering again creates a second customer, which you would then have to merge.
  1. Open the customer and press Send update link on the Update link card, or choose Update link in the actions menu. You need the permission to edit customers.
  2. Under Valid for, pick 1 hour, Until tonight, 3 days, 7 days or Until a date. Until tonight is preselected. A date you pick can be any day from today up to 30 days ahead; the link then stops at midnight at the end of that day, in your dive center's timezone.
  3. Also email it to, followed by the customer's address, sends the link by email as well. It is ticked whenever the customer has an address; untick it to hand the link over at the desk only. Without an address on file the box reads "No email address on file: show the code or copy the link" and cannot be ticked.
  4. Press Create link.

Only one link works at a time. If the customer already has an open link, the dialog warns that it will stop working, and creating the new one closes it.

Create link closes the dialog. If the link was not emailed, its QR code opens full screen straight away, headed "Scan to check your details" with the customer's name, so the diver can scan it with their phone's camera at the desk. Close it once they have opened the link.

The email's subject is "Please check your details for" followed by your dive center's name, and it has a Check my details button. If sending fails, a warning reads "The email could not be sent. Show the code or copy the link instead."; the link still works.

DivePilot keeps the open link, encrypted, so you can show, copy or email it again from the customer page until it is used, runs out or is replaced.

The open link on the customer page

While a link is open, the Update link card under the customer's name shows a small QR code and "Update link open", then "Valid until" with the date and time and how long is left, and how the link went out: "Sent automatically before the dive", "Emailed" with the date and time, or "Created by" with a name.

  • Show QR, or a click on the small code, shows the code full screen, for the diver to scan from your screen.
  • Copy link copies the link, to paste into a message.
  • Email it sends the link to the customer's address. Once it has been emailed, the button reads Email again. It is only offered when the customer has an email address.
  • New link opens the dialog to replace the link, and Revoke stops it straight away.

Email it, New link and Revoke need the permission to edit customers.

If the card reads "This link can no longer be shown or sent. Create a new one if it is still needed.", DivePilot can no longer recover the link. It still works for a diver who already has it, but only New link and Revoke remain. An attempt to show or email it answers "This link can no longer be shown or sent. Create a new one.".

Without an open link, the card lists the missing required details, or reads "Let … check and complete their details on their own phone.", with Send update link.

What the diver can change

The link opens a page called Check your details with the same steps as your registration form, filled in with what you hold. Fields you set to Staff only or Hidden in the customer form are not on the page and stay as they are.

  • Medical notes and passport number are never shown. The page only says they are on file, and the diver chooses Keep, Replace (and types a new value) or Remove. Remove is not offered when the field is required.
  • The certifications you hold are listed under Certifications on file and cannot be changed or removed. The diver can only add new ones, and those stay not verified until someone on your team checks them.
  • Required fields must be filled in before saving, as on the registration form.
  • The diver ticks the consent box again and presses Save my details.

The link works once. Saving without changes still counts: you are told that the diver confirmed their details. After that, until it expires, the link shows "Your details are already saved" with any forms still to sign, so a diver coming back from the email can finish them; the details form stays locked. The diver's side is described in Update your details with a link from your dive center.

Waivers after saving

If waivers the diver needs are still missing or expired when they save, and How guests get their waivers is not set to We send them ourselves, the page continues with One more step and a Sign now button for each form. They open the normal waiver signing page, without a separate signing email. The page looks at every reserved or confirmed booking of the diver from today on, each judged by its own rules as on its Check-in panel: the general waivers for fun dives or for courses, the course template's additional waivers and the dive group's extra waivers. A diver without such a booking is offered the general waivers for fun dives. See Required waivers and the medical questionnaire.

What you see afterwards

  • At the bottom of the Update link card, a line such as "Last update by the customer …: 3 details changed", with the date and time. View changes opens the Profile tab at the card Updated by the customer. After a save without changes the line reads "Last checked by the customer …: no changes".
  • A notification Details updated, reading "… updated:" with the changed fields, or "… confirmed their details without changes". Everyone who can view customers sees it, and clicking it opens the customer's Profile tab.
  • On the Profile tab, the card Updated by the customer lists each update with its date, as "Updated 3 details" or "Confirmed their details without changes". Click an update to see each field as before → after. Medical notes, dietary requirements and passport number only show "Changed (not shown)" or "Removed", never the values.
  • Export data adds a sheet Detail updates with the same history.

Delete, anonymise and merge

  • Deleting a customer, which moves them to Archived, closes their open link.
  • GDPR delete removes their update links and the whole update history, because the history holds earlier values.
  • Merging two customers moves the update history to the customer you keep.

See Archive, export or anonymise a customer and Merge duplicate customers.

Under Settings, then Customer form, the card Pre-trip details check sends update links for you. It is off by default. Switch it on and choose under Send it how many days before the dive, from 1 to 7; the default is 2. Changes save straight away. You need the permission to change the customer form settings.

  • Every day at 10:00 in your dive center's timezone, DivePilot looks at the reserved and confirmed bookings not checked yet whose dive day falls from tomorrow up to that many days ahead. The dive day is the day of the trip the guest is seated on; for a booking enrolled in a course, the course start; otherwise the booked day. Bookings you created yourself count too.
  • A diver who is missing required details, or a required waiver that is missing or runs out before the end of the dive day, gets an email with the subject "Before your dive on" followed by the date and your dive center's name. It lists what is missing and has a Complete my details button. The link works once, until the end of the dive day.
  • Divers with nothing missing, and customers without an email address, get no email.
  • Each booking is checked once. A diver with several bookings gets one email, about the earliest one. A booking whose day changes, because its date is edited or its trip moves to another day, is checked again.
  • If a run was missed or the email failed, the next morning's run catches up.
  • A link that was already open, for example one you emailed, keeps working until the pre-trip email has gone out. Only then does the new link replace it, and the customer's page shows it as "Sent automatically before the dive". If sending fails, the open link stays as it is.

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