Booking notes are notes on one booking. Each tour on a booking has a passenger note, which the passenger reads on PaxPortal, and an internal note, which only your staff see. A booking can also have read-only notes from your booking system.
Open the notes of a booking
Go to Bookings > All bookings.
Click the booking code. The booking details page opens.
On the tour card, find Notes. Click Edit, or Add note if the tour has no internal or passenger note. The Activity notes window opens.
You can also open the Activity notes window from these pages:
Daily departures: go to Operations > Departures. Click the arrow on the left of a departure to show its passengers. Then click the notes icon in the Notes column. To read the notes without opening the window, put the pointer on the icon.
Departure page: on the Daily departures page, click the product name of a departure. On the Passengers tab, click the notes icon in the Notes column.
Pickups: go to Operations > Pickups. Click the notes icon in the Notes column next to a passenger.
Enroute: open a departure and click the name of a passenger. On the Notes card, click Edit Notes, or + Add Note if the tour has no internal or passenger note.
In the Notes column, the icon is filled when the booking has notes.
Add or change a note
Open the Activity notes window. It shows two notes:
Internal Note: for your staff only. Passengers never see it.
Passenger Note: the passenger sees it on their booking in PaxPortal.
Enter the text in the note. Use the toolbar to format the text, or to add a link, an image, or a YouTube video.
To mark the note as important, turn on Important under the note.
Click Save under the note. PaxFlow shows Internal note updated! or Passenger note updated! and closes the window.
Note: Each note has its own Save button, and a save closes the window. To change both notes, save one note, then open the window again for the other note.
To delete a note, click Clear under the note. If you changed the text before you click Clear, the text box only empties: click Save to delete the note.
Note: A note can be up to 300 KB, images included. If a note is larger, PaxFlow asks you to remove or shrink images.
Where important notes show
When you turn on Important for a note, the note looks different in these places:
Booking details: the note shows in an Important note box above Notes, and the note has an Important label.
Daily departures and the departure page: the notes icon changes to a red warning icon. The Internal Note or Passenger Note column shows the note in red.
Enroute: the note on the passenger card has a red border and a warning icon.
PaxPortal: an important passenger note shows in a highlighted box with a warning icon.
Notes from your booking system
Your booking system can send three more notes with a booking: General, Finance, and Operation. PaxFlow shows them, but you cannot change them in PaxFlow.
On the booking details page, they show under External notes, with the name of your booking system after From. The section shows only when the booking has at least one of these notes.
In the Activity notes window that you open from Daily departures, the departure page, or Pickups, they show at the top, above Internal Note. An empty note shows No notes.
Note: Booking notes are different from the notes on a departure, which are for all passengers on the departure. For those, see Departure notes.